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HomeMy WebLinkAbout7.c. Commission / Committee Appointments CITY OF RQSEMOUNT EXECIITIVE SUMMARY FOR ACTION CITY CDUNCIL MEETING DATE: NOVEMBER 6, 1990 AGENDA ITEM: COMMISSION/CONfMITTEE AFPOINTMENTS AGENDA SECTION: NEW BUSINESS PREPARED BY: STEPHAN JILK, CITY ADMINISTRATOR AGEN��IfC�/� � � j.��/� ATTACHMENTS: MEMO, COMM./COMM. SELECTION APP D BY: POLICY This item consists of taking action necessary to be n the commissian/committee selection process per city policy. RECOMMENDED ACTIONs To adopt a motion to direct the city commission/committee selection process begin and that city staff take the necessary action to do so. COUNCIL ACTION: Approved TO; Mayor Napper Council Members Klassen, Oxbarough, Willcox, Wipgermann FROM: Stephan Jil.k, City Administrator DATE: November 2, 1990 RE: Commission/Committee Vacancies In an attempt to fill the existing vacancies, to consider potential vacancies and possible re-appointments to the city commissions and committees it is necessary for the council to officially begin the proeess of selection. Based on the policy {attached) adopted for this process we must begin the process by reviewing incumbents and declaring position openings, advertising the openings and interviewing for the selection. I request to adopt a mofion to direct that the city commission/committee selection process begiri and that` city staff take aetions necessary to do so. lj � June 1, 1�90 CITY OF ROSEMOUNT P_O�IGY TITLEs COMMITR'EE SELECTI�N POLICY POLICY NUMBER: AD - 1 PROPOSED BY: ADMINISTRATION DATE APPR4VED JLTNE 5, 199D BY CITY COTTNCIL• PURPOSE The City of Rosemount �wants to assure equal and open access to the selection pracess for a11 City Council appointed standing Commissions and Committees. This policy will set a regular and formal recruitment and selection process for eligib3e members to all City Council Commissions and Committees. , It will provide applicants for Citizens Advisory Commissions and Committees with basic infonaation on the application procedures and the appointment process. - - _ POLICY This policy will provide guidelines governing the application procedure and the appointment process for Citi2ens Advisory Cammis5ions and Committees, The Gommissians and Cammittees shall be advisory bodies to the City council, charged with the responsibility of researching, reviewing, and making recommendations on related issues. 'PROCEDURE 1. The following Commissions shall be appointed by the City Council and shaIl meet on the days designated below: Davs & Times of Meetinqs Economic Development Authority (EDA) 6: 00 p.m. - lst & 3rd Tuesday of each month Utilities Commission 6s30 p.m. - lst Monday after the lst Tues. of each month Cable CQmmission b: 30 p.m - lst Monday after the lst Tues. of each month Parks & Recreation` Committee 7:3Q p.m. - 3rd Monday of each month Planning Commission 5:a0 p.m. - 2nd and 4th Tuesday of each month Policy AD-1 Page 2 Lenath of Terms• Economic Development Authority 6 years Utilities Commission 3 years Cable Commission 3 years Parks & Recreation Committee 3 years Planning Commission 3 years 2 . All persons making application to the City Cauncil position on a Citizens Advisory Commission or Committee shall be residents of the City of Rosemount. 3. Persons interested in being considered for appointment or reappointment to a City Commission or Committee shall camplete an "Application for Appvintment to City Committee or Commission" form furnished by the Cifiy. _ . 4 . Appointments to expired terms shall be made annually by the City Council at their second regular meeting in January. Al1 members, regular and alternate, ' shall be appointed to terms as designated above, however, the term may be terminated early by the Council. Each member shall serve a maximum of three terms, effective with those members appointed January, 1991 and after. Compensation for members shall be set by the City Council. 5. When an individual 's regular employment may potentially cause a conflict of interest with the normal items of business of a City Commission or Committee, he or she shall divulge such possible conflict in writing prior to the consideratian for appointment. Prior to making an appointment, the City Council shall determine whether or not such potential conflict of inte=est wauld preclude the appointment of the applicant. 6. Anyone already holding an elective county, state, or federal office shali not be eligible to serve in a regular voting position on any of the City Commissions or Committees. 7. No permanent full-time or part-time City of Rosemount staff employee shall hold a regular voting position on any Commission or Committee except that a staff inember may serve as an ex-officio member. - 8. An effort shall be made to have a diversity of professions and occupations represented on all Commissions and Committees and, as a general guideline, at no one time should one-third af any one Commission or Cammittee be comprised of individuals of like professions or occupations: Policy AD-1 Page 3 9. As a general guideline, the members of each CommissianfCommittee should be comprised o€ members representing a wide range of eivic groups and interests. 10. 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 Committee/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 Committee/Commission be removed for poor attendance. 11. Alternate members may be appointed and are considered as members in training and shall act as regular voting members in the absence of any regular member. Mid-term vacancies shall temporarily be filled by the alternate if appointed for the unexpired term. The alternate shall apply and be considered for regular membership on the commission along with any other applicants. If alternates are not appointed vacancies would be filled following guidelines set in this policy. _ _ 12 . Commission/Cammittee members may be removed from office at anytime for goad cause by the City Counca.l. 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 of the individuals whose terms are expiring, should those individuals be eZigible for reappointment. Should the individuals merit reappointment, those persons will be contacted to determine if he/she wishes to seek reappointment. New applications should be completed by the incumbents. Council will also announce to the general public the vacanczes on the City Cpmmissions at least sixty days prior to the expiration of commission terms each year and applications will be accepted fram all interested citizens of Rosemount. Thirty days prior to the expiration of commission terms, the City Council will meet to review all applications and interview applicants, including incumbent members whose terms are'expiring and who wish to seek reappointment. The qualifications of the members of the Commissions shall be those who in judgement 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, EFFECTIVE DATE This policy will go into effect the day following its adoption by the City Council of Rosemount, Minnesota. Policy �D-1 Page 4 A COMMISSION MEMBER�S CODE As a commission member, I believe that the primary purposes of a commission are to aehieve effective and wise guidance of the City thraugh group thinking and action, to raise the standards of commission membership and to improve the level of services to the community which supports it. I xealize that mine is a community trust, that I represent all the peaple and that I have a duty to the community as well as to the commission I pledge myself. Therefore, to cultivate an "educated heart" so that I may be sensi�ive to my obligations and relationships in this trusteeship, I subscribe to the cade of an ethical person, remembering that ethics refers to what a person is morally obliged to do or not to do in a given situation. I believe that commission service can be an expression of democratic cit�zenship, signifying a willingness to accept community responsibility and the charge to preserve popular eantrol of American public services. Respecting the dignity and worth of the individual, I shall base my relations with people on their qualities as individuals without distinction as to race or creed or gender or color or economic or social status. I believe that a person' s greatest possession, as well as his/her greatest contribution to society, may lie in the ways in which he/she differs from me, rather than in the ways in which we are similar. I shall accept these differences and try to build a useful relationship upon them. I uphold the principles of my organization, recognizing and assuming my responsibility to establish and administer the best possible program and policies for my commission. I shall learn its programs and objectives, give to it a fair share of my time and personal abilities, keep a communitv wide perspeetive knowing that, for sound .community service, my cammission's work must be coordina�ed with the tatal community. I promise to be loyal to my own organization and a good neighbar to other aqencies. My attitude shall be one of cooperative open-mindedness and objectivity. In carrying out my assignments, I shall be professional in realizing that it is not possible to lay down absolute rules for all situations. I` shall be willing to think things through with the other camm2ssion members, weighing aiternatives and exercising good judgement in choosing among them. Policy AD-1 Page 5 CTTY OF ROSEMOUNT APPLICATION FOR APPOINTMENT Please check Commission/Committee you are applying for: Cable Parks & Recreation Pl.anning Utilities EDA Other Explain: _ Name Address Phone AvaiZable at work? Phone Have you had an opportunity to read the Commissioners Cade and Job Description for this commission/committee? Yes No Please write a statement as to why you wish to serve on this commission/committee. Use the back side of this application or attach a statement if necessary. Thank you! You will be contacted regarding this application. Policy AD-1 Page 6 ROSEMOIINT ECONOMIC DEVELOFMENT AIITHORITY BOARD OF COMMISSIONERS JOB DESCRIPTION 1 4UALIFICATIONS QUALIFICATIONS: Applicants must . . . 1. Be a resident of the City of Rosemaunt 2 . Have a willingness and dedication to commit both time and personal energy to the Authority. 3 . Have an interest in housing and economic development issues (commercial, retail, industrial develapment and redevelopment) . 4 . Have a desire to provide a broad range of economic development services to the citizens of Rosemount. 5. Have an interest in and knowledge of the community of Rosemount. 6. Recognize that economic development fulfills a vital role in the quality of life for both the business persons and citizens of Rosemount. 7. Have a willingness to seek and aceept input from citizens, organizations, arid those directly affected by housing and economic development projects within Rosemount. 8. Have the ability to maintain an objective approach to economic development issues which cr�me before the Authority: RESPONSIBILITIES: Applicants must . . 1. Attend and participate in regularly scheduled me�tings and special meetings. 2 . Attend and participate in appointed study committees which may be required to canduct the affairs of the Authority. 3 . Work closely with City Staff, the Planning Commission, and the City Couneil. 4 . Review and make recommendations concerning housing and econamic develapment and those programs which assist this development. 5. Annually elect a chairperson and secretary ta the Authority. 6. Annually review the Authority budqet, providing suggestions to staff. EDA COMMISSIONERS REPORT TO: 1. City Council PERFORMANCE AND EVALUATIQN: 1. Self evaluation by the Authority. 2 . Regular attendance and participation. 3 . Knowledge and satisfaction that the Authority is fulfilling a vital role in the eommunity. policy AD-1 Fage 7 Economic Development Authority Job DescriptionjQualifications Page 2 DUTIES OF CHAIRPERSON: 1. To preside over regularly scheduled and special Authority meetings. 2. To call special meetings of the Authority when required to conduct the responsibilities of the Authority. 3. To aet as spokesperson for the Authority. 4 . To assign members to special task committees, 5. To advise and consult with individual members concerning their participation on the Authority. DUTIES OF THE EXECUTIVE DTRECTOR OF THE EDA TO THE AUTHORITY: 1. To� act as an administrator of economic development activities, budgets, and liaison to the City Council for the recommendations made by the Authority. 2. To provide direction and input to the Authority concerning economic development projects and programs. - 3 . To attend regularly scheduled and special meetings of the Authority. 4. Tb assist in the development of ineeting agendas. DUTSES OF THE ASSISTANT DIREGTOR OF THE EDA TO THE AUTHORITY: 1. To assist in the development of ineeting agendas and to prepare packet material for all Authority meetings. 2. To perform fundamental research for projects and programs' before the Authority.` 3 . To attend regularly scheduled and special meetings of the Auihorit�. Policy AD-1 Page 8 ROSEMOUNT ECONOMIC DEVELOPMENT AIITgORITY BOARD OF COMMISSIONERS The Economic Development Authority (the "Authority") is a commission which is appointed by the City Council. The purpose of the Authority is to advise and make recommendations to the City Council regarding housing, redevelopment and economic development projects and implement those development projects. < The Authority is expected to work closely with the Administrative, Community Development and Finance Departments of the City of Rosemount. ORGANIZATION: The Authority consists of five (5) members who are appointed by the City Council for six (6) year terms. It is eomprised of a minimum of two (2) City Council members with the rem:3ining three (3) members being either City Council members or Rosemount citizens. The chairperson and secretary are elected annually by the Authority at an "Annual Meeting" . Meetings are held twice a month. Special meetings may be called by the chairperson. MEMBERS ROLES: The Authority work covers a broad range of issues. ` While many issues rnust be acted on quickly, others are very involved project issues and take time to carry on to completion. The wid� variety af issues causes regular attendance and participation by members to be essential for the completion of necessary tasks. Occasionally, the formation of "task" groups (often an Authority member and staff inembers) becomes necessary to look in�to or work further on more complex issues. Assignment to these groups is voluntary. Perhaps the most significant responsibility the members have is to keep an open mind to all issues. Listening, learning and discussion of issues are important qualities of commissioners. Decisian making shQuld be based an information gathered and what can be seen as working towards the betterment of the City. Maintaining objectivity in the face of special interest groups is often difficult, but essential for a balanced approach to economic development. Both long term objectives and short term benefits should be considered on a11 issues. Although the Authority acts as a group, debate and divergent view points among commissioners are expected and desirable. However, personal viewpoints are not to be represented to outside organizations/individuals as being of the Authority, the City or any City departments, Special interests, which may not represent the betterment of the community, must remain separate from the commissioners ' obligations. Conflicts of interest must be avoided and will not be tolerated. Policy AD-1 Page 9 Economic Development Authority Board of Commissioners Page 2 RESPONSIBILITY / AUTHpRITY: The Authority has powers under Minnesota Statutes, Sections 469. 090 to 469. 108, 469.001 to 469. 047, and 469. 124 to 469. 134. This includes all the powers of a housing and r�development authority in addition to those of an economic development authority. The Authority is a creation of the City Council with the ' responsibility af economic develapment. The Authority reviews proposed economic development projects, oversees Rosemount Redevelopment District' Number One and Rosemount Develogment District Number One, and advises the City Council on, and/or participates in, special programs such as grants and other funding available to eneourage economic development within the City of Rosemount. . STAFF: The City Administrator acts as the Executive Director of the Autharity. The Economic Development Specialist acts as the Assistant Director af the Authority. The Director of Community Development and 'Finance Director also work v�ry clasely with the Authority. The Rosemount City Administrator oversees the day to day and long term operations of the offices of the City of Rosemount. As this position relates to the Authority he/she is the Executive Director (the "Director") . The Director acts as an administrator of economic development activities, budgets, and as a liaison to the City Council for the recommendations made by the Authority. He/she provides direction and input to the Authority conaerning economic development projects and programs. It is also the Director' s responsibility to attend regularly seheduled and special meetings of the Authority and to assist in the development of ineeting agendas. The Director of Cammunity Development and the Economic Development Specialist prepare informatian regarding proposed economic development for presentation to the Authority. They are required to attend all regularly scheduled and special meeting of the Authority. The ED Special�.st, under the supervisian of the Director of CD, assists in the development of ineeting agendas and the preparation of packet materials for all Autharity meetings. The ED Specialist also performs research for projects and pragrams brought before the Authority. Policy AD-1 Page 10 ECONOMIC DEVELOPMENT AUTHORITY FOR YOUR INFORMATION: � By-Laws• A legal•dQcument outlining the powers and procedures of the Rosemount Economic Development Authority. Communitv Development Block Grant (CDBG) : A grant program administered to the City of Rosemount through the Dakota County Housing and Redevelopment Authority. The funds are intended to be used for the elimination of slum and blight (redevelopment) . Comprehensive Guide Plan: Required by the Metropolitan Council, the City of Rosemount prepared a "Comprehensive Guide Plan" for the City. Tnformation regarding industrial, commercial, and retail development can be found in various segments of said plan. Fundina• : Funding� for the Ros�mount Economic Development Authority cames from property taxes generated through tax increment financing and through various grant programs from Dakota County and the State of Minnesota. P.U.D. : A planned unit development is an agreement between a City and developer/land owner to develop the land included in the agreement according to a specific criteria; including residential densities, park Iand, and commercial/industrial areas, with a proposed time frame for deve'opment. Rosemount Development District plan: A document adopted in 1990 outlining contiguous areas throughout the City of Rosemount targeted for economic development. This district includes the original Redevelopment District. Rosemount Redevelopment Plan. A document adapted in 1979 targeting �he Rosemount Central Business District ana surrounding contiguous areas for housing and economic development. Rosemount Zoninq Ordinance: All of the land within the City of Rosemount is zoned for specific uses to promote compatible land uses and the orderly development o� the City. Tax Increment Financinct (TIF) : A method of financing public and/or private development projects, involving a freeze by a local government of the tax base within a designated district; the revenues generated by reassessment or new development are placed in a special redevelopment fund to finance community improvement projects (ie: Rosemount Redevelopment District Number One and Amendments I-V, and Rosemount Development District Number One) . Policy AD-1 Page 11 ROSEMOUNT PLANNING COMMISSION BOARD OF COMMISSIONERS JOB DESCRIPTION / 4UALIFICATIONS QUALIFICATIONS: Applicants must . . . l. Be a resident of the City of Rosemount. 2. Have a willingness ;and dedication to commit both time and personal energy to the Commission. 3. Have an interest in comprehensive community planning, ,zoning, and subdivision of 1and. 4 . Have a desire to assist in implementing City of Rosemount Land Use Controls including the Comprehensive Guide Plan, Zoning Ordinance and Subdivision Ordinance for the purpose of protecting the health, safety and welfare of the public. 5. Have a willingness to seek and accept input from citizens, organizations, and those direct�.y affected by land use related actions made by the Commission. 6. Have the ability to maintain an objective approach to community development issues in order to promote the highest "quality of like" possible for residents of Rosemount. RESPONSIBILITIEB: Applicants must . . 1. The general purpose of the Planning Commission is to advise the City Council on al1 development matters in the community. 2. Speeific duties include the preparation and adminis4ration of the City's comprehensive guide plan, zoning ordinance and subdivision ordinance. 3 . Specific powers include direct approval authority on site plan applications (required for a11 non-residential building permit applications) . 4. The Planning Commission is required to make formal recommendations an all zoning and subdivision applications. 5. The Planning Commission acts" as the Board of Appeals and Adjustments, which is empowered to act upon all variance applications. 6. Attend and participate in regularly scheduled meetings and special meetings. 7 . Attend and participate in appointed study committees which may be required to conduct the affairs of the Commission. 8 . Work closely with City Staff, the City Council, the Economic Development Authority, and other City Committees and Commissions. 9. Annually elect a chairp�rson and secretary ta the Commissian. PLANNING COMMISSION REPORTS TO: 1. City Council : Policy AD-1 Page 12 PZanning Commission Job Description/Qualifications Page 2 PERFORMANCE AND EVALUATION: 3. Self evaluation by the Commission. 2. Regular attendance and participation. 3. Knowledge and satisfaction that the Commission is fulfilling a vital role in the community. DUTIES OF CHAIRPERSON: 1. To preside at all meetings of the Commission and to preserve order and enforce required Commission proeedures. 2. To submit such recammendations and information that would be consider proper concerning the business and procedure of the Commission. 3 . To act as spokesperson for the Commission. DUTIES OF THE DIRECTOR OF COMMUNITY DEVELOPMENT TO TI�E COMMIBS20N: 1. Responsible for day to day administration of the Community Development Department. 2. Manages inspection policies and procedures, planning and zoning functions and economic development opportunities in the City. 3 . To advise the Commission regarding all matters relating to planning, zaning, subdivision of land or land development within the City. 4 . To attend regularly scheduled and speeial meetings of the Commission. DUTIES OF THE CITY PLANNER TO THE COMMISSIOI� 1. Responsible for general supervision over the administration of the business and affairs of the Commission, stzbject to the direction of the Commission. 2 . As assistant to the Secretary, the City Planner shall keep the records of the Commission. 3 . Responsibility for the preparation of the agenda and reviews of the business matters ta be considered by the Commission. 4. To serve as advisor to the Commission on all matters subject to Commission consideration. 5. To attend regular scheduled and special meetings of the Commission. Policy AD 1 Page 13 ROSEMCIIINT PLANNING COMMISSION BOARD OF COMMISS2f3NERS The Planning Commission is a commissian which is appointed by the City Counca.l. The purpose of the Commission is to advise and make recommendations to the City Council regarding land use palicy, zoning and all development proposals. The Commission works directly with the Community Development Department. ORGANIZATION• The Commission consists of five (5) members who are appointed by tfie City Council. The Cc,mmissioners are appointed to three (3) year terms. The chairperson and secretary are elected annually by the Commission at an "Annual Meeting" . Meetings are held twice a month. Special meetings may be called by the Chairperson. MEMBERS ROLES: The Commission work covers a broad range of issues. While many issues must be acted on quickly, others are very involved project issue� and take time to -carry on to completion. the wide variety of issues causes regular attendance and participation by members to be essential for the completion of necessary tasks. Occasionally, the formation of "task" groups (often a Commission member and staff inemb�rs) becomes necessary to look into or work further on more camplex issues. Assignment to these groups is voluntary. Perhaps the most significant responsibility the members have is to keep an open mind to a11 issues. Listening, learning and discussion af issues are important qualities of commissioners. Decision making should be based on information gathered and what can be seen as working towards the betterment of the City. Maintaining abjectivity in the face of special interest groups is often difficult, but essential for a balanced approach to economic develapment. Both long term objeetives and short term benefits should be considered on all issues. Although the Commission acts as a group, debate and divergent view points among commissioners are expected and desirable. However, personal viewpoints are not to be represented to outside organizations/individuals as being of the Commission, the Gity ar 'and City departments. Special interests, which may not represent the betterment af the cammunity, must remain separate from the Commissioner's obligations. Conflicts of interest must be avoided and will not be tolerated. Policy AD-1 Page 14 Planning Commission Board of Commissioners Page 2 RESPONSIBILTTY / AUTHORITY: The Commission has powers under Minnesota Statutes, Sections 462.351 to 462.358. The Commission is a creation of the City Council with the responsibility of land use development. The Commission reviews proposed development projects administers the Rosemount Comprehensive Guide P1an, the Critical Area Plan, the Zoning Ordinance and the Subdivision Ordinance. The Commission approves alI development site plans and variances and makes recommendations to the City council on all Subdivisions and Planned Unit Developments, Guide Plan Amendments, Zoning Ordinance and Subdivision Ordinance Amendments. - STAFF: _ _ DUTIES OF THE DIRECTOR OF COMMUNITY DEVELOPMENT TO THE COMMIBSION: The Director of Community Development is responsible €or the day to day administration of the Community Development Department. The director manages inspection policies and procedures, planning and zoning functions and economic development opportunities in the City. It is the responsibility of the Community DeveZopment Director to advise the Commission regarding all matters relating to planning, zoning and subdivision of land or land development within the City. The Director attends regularly scheduled and special meetings of the Commission. The City Planner is responsible far the general supervision over the administration of the business and affairs of the commissian, subject to the direction of the Commission. As Assistant to the Secretary, the City Planner shall keep the records o€ the Cammission. It is the responsibility of the City Planner to prepare the Agenda and to review the business matters to be considered by the Commission. The City attends regularly scheduled and special meetings of the Commissions. Policy AD-1 Fage 15 ROSEMOUNT AD'VISORY PARRS AND RECREATZON COMMTTTEE JO8 DESCRIPTION / UALIFSCATIONS QUALIFICATIONSt I.Resident of the City of Rosemount 2 . Willingness and dedication to commit both time and personal energy to the committee. 3 . An interest in both parks and recreation issues 4 . Desire to provide a braad range of parks and recreation service to citizens of the community. 5. Interest in and knowledge of the community of Rosemount 6. Recognize that recreation and parks fulfills a vital role in the guality of life for Rosemount 7 . Willingly seeks input from neighborhoods, arganizations, and individuals 8. Ability to maintain an objective approach �o park and recreation issues RESPONSIBILITIES: 1, Attend and participate in -regular monthly meetings and special meetings. 2 . Attend and participate in appointed study committees which may be required to conduct the affairs of the Advisory Committee 3 . To make recommendations concerning parks acquzsition and development to council and staff. 4 . To review and make recommendations concerning reereation pragramming 5. Annually elect officers of the Advisory Committee 6. Provide input into park site planning 7 . Annually reviews the department budget, providing suggestions to staff 8. Performs `fact finding tasks for City Couneil REPORTS T0: 1. City Council PERFORMI�NCE AND EVALUATION: • 1. Self evaluation by commission 2 . Regular attendance and participation 3 . Knowledge and satisfaction that commission is fulfilling a vital role in the community Policy AD-1 Page 16 Parks & Rec Job Description/Qualifications Page 2 DUTIES OF CHAIRPER50N: 1. To preside aver regularly scheduled and special committee meetings 2 . To call special meetings of the Advisory Committee when required to conduct the responsibilities of the eommittee 3 . To act as spokesperson for the committee ' 4. With the Director of Parks and Recreation; establish a tentative agenda for monthly meetings 5. Assign members to special study committees 6. Advise and consult with individual members concerning their particigation on the committee DUTIES QF T�iE DIRECTOR OF PARKS AND RECREATION TO THE ADVISORY COMMITTEE: l. To assist in the development of the agenda and prepare packet material 2 . To act as a administrator of Parks & Recreation programs, budgets, park development and liaison to the City Council for the recommendations made hy the Committee 3 . Provide direction and input to the Committee concerning park dedication and recreational programming 4 . To perform fundamental research in the study of parks and recreation issues 5. To attend meetings of the Advisory Committee and study committees Policy AD-1 Page 17 ROSEMOUNT ADVZSORY PARRS AND RECREATSON COMMITTEE The Advisary Parks and Recreation Committee is an appointed committee of the City Council of volunteer citizens. The purpose of the committee a:s to advise and make recomrnendations to the City Council cancerning both parks and recreation issues. Zn addition the committee provides input to City staff, in affect, acts as an advisory board on community interests con.cerning recreation and parks. �rqanization: The cornmittee consists of 7 members who are appointed by the City Council for three (3) year terms. Chairperson, vice-chairperson and secretary are elected annually by the commission members at an "organizational meeting" . Meetings are held monthly, or at the call of the chairperson. Members Role: The Advisory Committee work covers a broad range af issues which must be acted upon in a timely manner. To acc�mplish this work, regular attendance and participation by members is essential. Occasionally, the formation of "task" or "study groups�' becomes necessary to look i:�to or work further on more complex issues. Assignment to these groups is voluntary. Perhaps the most significant responsibility the members have is to keep an open mind to parks issues. Listening, learning and discussion of issues are important aspects of committee work. Decision making should be based on information gathered and what can be seen as working towards the betterment of the City and parks and recreation system. Maintaining objectivity in the face of special interest groups is often difficult, but essential to a halanced approach to parks. Bo�h long term objectives and short term benefits should be considere� on aTl issues. The Advisory Cammittee acts as a group; disagreement anc: divergent ; views are expected and desirable. However, thess `views are not to be represented to outside organizations/committees as being representative of the views of the �dvisory Committee or City. Members need ta be certain that they do not express personal views and interests as that of that of the City or Parks and Reereation Department. RESPONSIBILITY/AUTHORITYs The Committee does not have statutory powers, as do "Park Boards. " It is a creatian of the City Council with the responsibility of parks and recreation. The commission reviews residential develflpment for recommendation of park dedication, annually reviews the b�dget, provides input regarding programming, hears citizens re�ues�s and investigates issues for recommendation. In addition to the general responsibility of parks and recreation, the eommittee will perform "specia�." responsibilities as well . Policy AD-1 Page 18 Rosemount Advisory Parks & Rec Committee Page 2 STAFF: The City employs a professional administrator for the Parks and Recreation Department whose responsibilit�* includes the day to day direction and operation of the department. Direct�y respansible to the City Administrator, the director prepares the operational budget, purchases major equipment items, oversees the forestry department, weed control program, plans parks maintenance and development activities, as well as give direction to the effective operation of recreational programming, etc. As the position relates to the Advisory Committee, the director prepares the committee's agenda and support information concerning agenda items. Items require committee action, informational items on parks an� programs are presented by the director and communicated to the appropriate parties. The City Administrator occasionally attends meetings of the Advisory Commission and will comment on council directives, as well as background informatian pertaining to City deuelopment. FOR YOUR INFORMATION: Park Dedication: The City has enacted an ordinance under N:innesota laws, which grants a community the authority to receive land for p�rk purposes from residential deveiopers. This dedication is set at 10% of the land to be developed. In instances in which suitable land for park purposes is not available, or the amount of land is not sufficient to support a park, a cash dedication is taken. The amount of the cash dedication is based on the type of land use. The committee annually reviews the fees for possible adjustment. The cash collected gaes into the "park dedication" funa for purchase and/o� development of parks throughout the comr.iunity. Camp Plan: Required by the Metropolitan Council the City prepared a "Comprehensive Guide PTan" for the City. One segment of the plan includes parks. Neighborhood service areas were defined to help determine what park needs might be for each partion of the City. FunainQ: Funding for park development comes from the general taxes and park dedication fees. P.U.D. : A planned unit c�evelopment is an agreement between a City and developer/land owner to develap the land with a proposed time frame for development. Included in the agreement according to a specific criteria are residential densities, park Iand and commercial area. Policy AD-1 Page 19 UTiLITIES COMMISSION JOB DESCRTPTI4N �UALIFICATIQNS QUALIFICATIONS: 1. Must be resident of the City of Rosemount. 2. If a customer of Rosem�aunt Water & Sewer Utilities, then must be in good standing. 3 . Must possess willingness and dedication to commit both time and personal energy to the commission. ' 4. Must have interest in and knowledge of the community of Rosemount. RESPONSISILITIES: 1. Attend and participate in regular monthly meetings and specia2 meetings. 2. Attend and participate in appointed study committees which may be required. 3. Set policies concerning operation and maintenance of water, sanitary sewer, and starm sewer systems. 4. Approve rate structure for water, sanitary sewer, and storm sewer systems, e.i. user �ees, cannection charges, etc. 5. Set policies regarding billing procedures and methods. 6. Approve annual utilities operating budget. 7. Review and recommend the `availability of water and sanitary sewer to new developments: 8. Recommend approval to city council of public improvement projects involving water, sanitary sewer, and storm sewer construction. 9. Support and keep updated Comprehensive Plans for water, sanitary sewer, and storm sewer. 10. Approve natural gas, electric, and telephone franchise agreements. REPORTS TO: 1. All users of the Utilities 2. City Council PERFORMANCE AND EVALUATION,: 1. Occasional customer surveys. 2. Self evaluation by commission. 3: Knawledge and satisfaetion that commission is fulfilling a vital role in the cammunity. PoliGy AD-1 Page 20 Utilities Commission Job Description/Qualifieations Page 2 DUTIES OF CHAIR-PERSON: 1. Preside over regularly scheduled and special commission meetings, 2. Call special meetings when required to conduct the responsibilities af the conunission. 3 . To act as spokespersan for the commission. 4 . Establish, with the Public Works Dir�ctor/City Engineer, a tentative agenda for monthly meetings. 5. Assign members to special study committees, if necessary. 6. Advise and consult with individual members concerning their participation on the committee. DUTIES OF THE PUBLIC WORKS DIRECT�R/CITY ENGINEER: l. Assist in the development of the agenda and prepare packet material. 2. Act as administrator of Utilities policies, rates, and budgets and be liaison to the City Council for recommendations made by the commission. 3 . Provide direction and input for the commission, 4 . Perform fundamental research when needed. 5. Attend all meetings of the Commission and study committee when directed. 6. Assist Cammission in development of maintenance and operation policies, setting rates, preparing budgets, etc. Policy AD-1 Page 21 ROSEMOUNT UTILITIES COMMISSIQN The Utilities Commission is an appointed commission by the City Council. The purpose of the cam�mission is: (1) to provide direc�tion as to level of service, and (2) to advise and make recommendations to the City Council concerning water, sanitary sewer, and storm sewer. Organization: The Commission consists of three {3) members who are appointed by the City Councii for three (3) year terms, Ex offieio members of the �ommission shall be the Mayor and City Administrator. The Public Works Director/City Engineer will act as the Executive Director. The Commission will meet at least once a month, which the commission has set as the first Monday after the �irst Tuesday of. . the month. The meeting begins at 6:30 p.rn. and is held at City Hall. Jurisdiction: The Commission has jurisdiction over city operated water, sanitary sewer, and storm sewer systems. This jurisdiction and powers are outlined in Chapter 4 of the City Cade and Minnesota Statutes Section 412 . 321. Included in the commission's jurisdiction is the following: {1) Review and adopt operating budgets. (2) Autharize expenditures for funds specifically set out for use in the operation and maintenance of the utilities. (3) Make recommendations to the City Council an the hiring of ` persannel, construction of new infrastructure, purchase of additional equipment, and construction of new buildings for operatian and maintenance of the utilities. (4) Review al1 praposed deve2opments in the City and make reeommendations to City Council as to the availability of utilities 'to the proposed developments. (5) Review all user fees, connection charges, and' all other forms of xevenue and present recommendations to the City Council regarding these fees. Members Role: Because of the small sizs of the Gommission, the limited number of ineetings, and the need to act in a timely fashion, attendance and participation is very important. The Commission is a`1sa the last resort for complaints `from utility users. The Public Works staff attempts to resolve as many complaints as possible, however there are times when the complainant wishes to address the policy makers, such as the Policy AD-1 Page 22 Utilities Commission Job Descripti�n Page 2 Commission. Members of the Commission need to realize that policies they make are for the good of the whole and based on facts and well researched and documented data. Maintaining objectivity is sometimes difficult but it is essential to keep good and well thought aut policies intact. Although the Commission aets as a group, there will undoubtably be times when individual members disagree with the majority's view. when dea3ing with outside organizatians and cammittees, it is extremely impartant that the individual 's disagreement must not be taken as the representative view of the Commission. Staff: The Public Works Department provides the staffing needs for the water, sanitary sewer, and storm sewer operations. The Public Works Director/City �Engineer provides direction for implementing the Commission�s policies and deals direct�.y with the _ Commission. The Public Works Secretary preforms utility billing functions in addition to taking minutes at all meetings. There are full-time maintenance employees who are responsible for the daily operation of the utilities. The Public Works Supervisor provides daily assignments for the maintenance people. A portion of the Public Works Director/City Engineer, Finance and Assistant Finance Direetor' s salary are financed through utilities, while the secretarial and maintenance positions are fully ;supported through utilities. Policy AD-1 Page 23 CABLE COI�iZSSION JOB DESCRIPTI�N / C�UALIFICATICINS QUALIFICATIONS: 1, Must be resident of the City of Rosemount. 2. If a cable subscriber, then must be in good standing. 3 . Must possess willingness :and dedication to commit both ;time and personal energy to the commission. 4 . Must have interest in and knowledge of the community of Rosemount. RE'SPONSIBILITIES: 1. Attend and participate in regular monthly meetings and special meetings. 2 . Attend and participate in appointed study committees which may be required. 3 . Set policies concerning use and operation of Gommission' s video equipment. _ . _ 4 . Implement provisions af franchise agreements. 5, Approve franchise agreements. 6. Approve annual operating budget. 7 . Act as liaison to cable company at direction of the Commission. 8. Respond to subscriber complaints. 9 . Monitor performance of cable companies. REPORTS TO: 1. All cable subscribers 2 . City Council PERFORMANCE AND EVALUATION: 1. Occasional customer surveys. 2 . Self evaluation by commission. 3 . Knowledge and satisfaction that commission is fulfi.11ing a vital role in the community. DUTIES OF CHAIR-PERSON: 1. Preside over regularly scheduled and special commission . meetings. 2 . Call special meetings when required to conduct the responsibilities of the commission. 3 . To act as spokespersan for the commissian. 4 . Establish a tentative agenda for monthly meetings. 5. Assign members to special study committees, if necessary. 6. Advise and consult with individual members concerning their participation on the committee. i Po11cy AD-1 Page 24 ' ROSEMt7UNT CABLE COMMISSION The Cable Commission is an appointed commission by the City Cauncil. The purpose of the cammission is: (1) to monitor the cable company's performance as to level of service, and (2) to advise and make recommendations to the City Council concerning use of franchise fees. Orqanization: The Commission cansists of three (,3) members who are appointed by the City Council for three (3) year terms. These members currently are the same as for the Utilities Commission. Ex-officio members of the Commission shall be the Mayor and City Administrator. The Commissian will meet at least once a month, which the commission has set as the first Monday after the first Tuesday of the month. The meeting begins immediately after the adjourning of the Utilities Commission meeting and is held at City Hall. Jurisdiction: The Cammissien jurisdiction is limited to what is specified in the cable franchise agreements. It has no power to adjust or approve cable rates or to require the cable company to improve level of service or to expand into new service areas within the city. What the Commission may do is as fo2lows: (l) Review and adopt operating budgets with respect to the amount of revenue the City receives from the franchise fee. (2) Authorize e}:penditures for funds specifically budgeted by the Commission. (3) Make recommendations to the City Council regarding immediate or angoing use of cable cammunications in the City. j4) Conciliate disagreements among the cable company, subscribers, and users of the system. (5) Submit an annual report to cable company and Cit� Council assessing campany' s per�ormance according to the terms of the franchise agreements. Members B.�le: Because of the sm�ll size of the Commission and the " iimited numt.�er of ineetings, attendance and participatian is very important. Although the Commission acts as a group, there will undoubtably be times when individual members disagree with the majority' s view. When dealing with outside organizations and committees, it is extremely important that the individLz�. ' s disagreement must not be taken as the representative view of the Commission. Staffc Because the cable meeting imm�dia`ely follow,s the Utilities Commission meeting, the Pu�lic Works DepartmeMt provides the recording secretary and the Public Works Director sits in on the meeting. Negotiations regarding franchise agreements are dealt �,�i�h by the City Administrator and City Attorney. �___ _ CITY OF ROSEMOUNT APPLICATION FOR APPOINTMENT Please check Commission/Committee you are applying for; Cable Parks & Recreation Planning Utilities EDA Other Explain: Name _. . _ Address Phone Available at work? Phone Have you had an opportunity to read the Commissioners Code and Job Description fo, this cammission/committee? Yes No Please write a statement as to why you wish to serve on this commission/committee. Use the back side of this application or attach a statement if necessary. Thank you! You will be contacted regarding this application. CITY OF ROSEMOUNT APPLICATION FOR AFPOINTMENT Please check Commission/Committee you are applying for: C�ble Parks & Recreation Planning Utilities EDA Other Explain: " Name Address Phone Available at work? Phone Y.ave you had an opportunity to read the Commissioners Code and Job Description for this commission/committee? Yes No Please write a statement as to why you wish to serve on this commission/committee. Use the back side of this application or attach a statement if necessary. Than}; you! You `will be contacted regarding this application.