HomeMy WebLinkAbout5.d. Council Committee Appointment Process � ��1 P.O. BOX 510
Zl� � 2875-145TH ST. W,
Oc�M�ouM� ROSEMQUN7. MINNESOTA 55088
ta 1�'1. /�. 612-423-4411
�� � � �
Maxch 30, 1990
T0: Mayor Napper
Counc�,l Members : Klassen
Oxborough
�� � Willcox � ��
Wippermann
FROM: Stephan Ji1k, City Administrator
RE ; Commission/Gommittee Selection Palicq
Following the completion of a snrvey of several other Dakota
County Cities by Linda Jentink and a review of the information we
received I would offer the following summarp of the results o�
that survey on city commissions/committees.
Types of Committees (number of cities with this type of committee
indicated, total of 6 local cities surveyed)
Planning (6)
Park & Recreation (6)
Cable TV (5)
Economic Development (4)
Historical (2)
So1id Waste Abatement (2)
Energy ( 1 )
Urban Affairs - Legislative ( 1 ) '
Met Council - Airport ( 1)
Emergency Services Advisory ( 1 )
Blackdog Slough Advisorp ( 1)
Charter Commission ( 1 )
I-35 Task Force ( 1 )
The six cities surveyed were: Apple Vallep, Burnsville,
Eagan, Hastings, Inver Grove Heights , and Lakeville.
Steps Used For Applicants
Took applications for appointments (6)
Held interviews before appointing (5)
Didn' t take applications or interviews (0)
Just appointed £rom council recommendations without
interview ( 1 )
Had guidelines for process (2)
$ased upon this information and discussion we have had on
this matter , I have prepared a policy far the select�on af
commission/committee members based pn an application/interview
process. That policy is attached for your review and
consideration. I would recommend that this be discussed at our
next council meeting and revisions made for consideration for
adoption on April 17 , 1990.
Also, twa of the cities provided :
1) a Commissianer' s Code
2) �ob descriptions/qualifications for various �ommissions
I have included a dra.ft of both for Rosemount and for your
review. The �ob description draft is ane for Parks & Recreation
Committee members and a �imilar one cou�d be drafted for other
commissi,ons.
I believe these two items shoul.d be considered as part of this
applic�tianjselection process as thep would far ather citq �taff,
Theq could provide a source a£ reference ta present for future
commission/committee members and to the Citp Council and staff.
If qour approval is given such �ob clescriptions could be drafted
for a�.l committees .
March 30, 1990
CITY OF ROSEMQUNT
POLICY TITLE: COMMITTSS SSLBCTIUN POLICY
POLICY NUMBER: AD - 1
PR4POSED BY: ADMIN�STRATION
DATE APP�OVED
BY CITY COUNCIL:
PURPOSE
The City of Rosemount wants to assure equal and open access
to the selection process for all City Council appointed
Commissions and Committees. This policq wi11 set a regular and
foxmal recruitment and selection process for eXigible members to
all Citp Council Commisaions and Committees. It will provide
applicants for Citizens Advisory Commissions and Committees with
basic information on the application procedures and the
appointment process.
POLTCY
This policy wi11 provide guidelines governing the
appllcation procedure and the appointment process for Citizene
Advisorp Commissions and Committees.
The Commissions and Committees shall be advisory bodies to the
City council, charged with the responsibility of researching,
reviewing, and making recommendations on related issuea.
PROCEDURE
1 . The follow3ng Commiseions shall be appointed by the Citg
Council and shall meet on the �aqs designated belowt
Days & Times of MeetinQs
Economic Development Authority (EDA) S :OO p.m.
— lst & 3rd Tuesdap of each month
Utilities Commission 6:30 p.m. `
— lst Mondap after the lst Tues.
of each month
Cable Commission 6:30 p.m
— lst Monday a�ter the lst Tues .
af each month .
Parks & Recreation Committee 7 :30 p.m.
— 3rd Mondaq of each month
Flanning Comm3ssion 5:00 g.m.
— 2nd and 4th Tuesday of each
month
Policy AD-1
Page 2
Len,gth of Terms•
Economic Development Authoritp 6 qesrs
Utilities Commisaion 3 years
Cable Commission 3 pears
Parks & Recreation Committee 3 pears
Planning Commission 3 years
2. A11 persons making application to the City Gouncil position
on a Citizens Advisory Commission or Committee sha11 be
residents of the Citq of Rosemount.
3. Persons interested in being considered for appointment or
reappointment to a Citq Commission or Committee sha11
complete an "Application for Appointment to City Committee
or Commission" form furnished by the Citq.
4. Appointments to expired terms shall be made annuallq bp the
C3tp Council at their aecond regular meeting in January.
A11 members, regular and al�ernate, eha11 be appointed to
terms as designated above, however, the term map be
terminated early by the CounciX. Each member shall serve a
maximum of three terms, effective with those members
apgointed January, 1991 and after. Compengation for members
sha11 be set by the Citq Council.
S. When an individual' s regular emplapment map patentiallp
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
consideration for appointment. Prior to making an
appointment, the Citq Council sha11 determine whether or not
such potential conflict of interest would preclude the
appointment of the applicant.
6. Anyone already holding an elective county , state, or federal
office sha11 not be eligibl� to serve in a regular voting
position on any of the Citp Commissions or Committees.
7. No permanent full.-time oz part-time City of Roaemaunt sta£f
emploqee sha11 hald a regular voting position vn anp
Commfssion or Committee except thst a staff inember may serve
as an ex-officia member.
8. An effort sha11 be made ta have a diversity of pro£essions
and occupations represented on al1 Commissions and
Committees and, as a genera], guideline, at no one time
should one-third of any one Commission or Committee be
comprised of individuals of lilce professions or oecup�tions.
2
�
�'olicy AD-1
Page 3
An example of an excepti.on to this guideline would agplp to
the E�nergencp Medical Service Committee.
9. As a general guideline, the members of eaeh
Commission/Committee should be comprised of inembers
representing a wide range of civic groups and interests.
10. Attendance at the meetings of these advisory bodies is
critical to their effectiveness ; therefore, missing three
consecutive meetings or at�endance at less than 75x of the
meetinga in a six-month period will cause the
Cammittee/Commission Chairman to review the nature of the
absences and, pending the outcome of that review, it map be
necessary to forward a recommendation to the Citp Council
that the member of the Committee/Commission be removed for
poor attendance.
11 . Alternate members are considered as members in training and
shall act as regular voting members in the absence of any
regular member. Mid-term vacanciea shall temporarily be
filled by the alternate for the unexpired term. The
alternate shall apply and be considered for regular
membership on the comarission along with any other
applicants.
RECRUITMENT ANA SELECTION
Nine�y daqs prior to the expiration of commiasion terms each
qear, the Coun�il sha11 be advised of the pending vacsnc3�es and the
a����d�nc+� r�c�rd of the �.nd3vidur��.�a whoe� t�rme �re exp�,ring,
should those ind3vi.duals be ellgible for reappointment. Shauld the
ind3viduals merit reappointment, those persons wi11 be contacted to
determine i.f he/she wishes to aeek reappointment. New �pglicativns
should be completed by the incumbents. Council will also announce
to the general public the vacancies on the City Commiaeiona at
least si.xty days prior to the expiration of commieaian terms each
pear and applications will be accepted from a7.1 interested ci�izens
of Rosemount.
Thirty days prior to the expiration of commisaion terms, the Citq
Council wi11 meet to review all applications and intervi�w
appl.icants, including incumbent members whose terms are expir3ng
and who wish to seek reappointment. The qualifi.cetions of the
members of the Commission� shall be those who in �udgement of the
Council are representative of the communitp and are qualified bp
training, experience and interest useful for the fulfillment of the
Commission� s responsibilitp.
EFFECTIVE DATE
This policq will go into effect the day following its adoption by
the City Couneil of Rosemount, Minnesota.
3
, A COMMTSSION MEMBER�B COD�
As a commission member, I believe that the primary purposes
of a commission are ta achieve effective and wise guidance of the
City through group thinking and act�on, to raise the standards of
' . cammission membership and to improve the level o� services to the
community which aupports iti.
I realize that mine is a community trust, that I represent
all the peopie and that I have a duty to the eommunity as well as
- to the commission I piedge myself. Therefore, to cultivate aM
"educated heart'� so that I may be sensitive to my obligations and
relatianshfps in this trusteeshfp, I subscribe to the code of an
ethical person, remembering that ethics refers to �ahat a person
is morally obliged to do or not to do in a given situation.
I believe that eommission service can be an expression af
democratic citizenship, signifying a willingness to accept
community responsibility and the charge to preserve popular
�ontrol of American public services. Respecting the dfgnity and
worth of the individual, I shall bas� my relations with people
on their qualities as individuals without distinetion as to xace
or creed or color or eeonomic or social statu�. I believe that a
person' s greatest possessian , as well as his greatest
contribution to saci.ety, may Iie in the ways in which he differs
from me, rather than in the ways in whi.ch we are similar. I
sha11 accept these differences and try to build a useful
relationship upon them.
I uphold the principles of my organizati.on, recognizing and
assuming mx responsibility to establish and adminf.ster the best
passible program and po�,icies for my aommission. I sha�l learn
its pr4grams and ob�ectives, give to it a fair share of my time
and personal abilities, keep a community wide perspective knowing
that, for souncl community service, my commission's work must be
coordinated with the total .community.
I promise to be loyal to my own organization and a good
neighbor to other agenaies. My attitude shall be one of
cooperative open-mindedness and objectzvi�y, In carrying out my
assignments, I shall be professional in r�alizing that it is not
possible to lay down absolute rules for all situations. I shali
be w�.11ing to think things through with the other commissi.on
members, weighing alternatives and exerc�,sing good judgement in
choosing among them.
ADVISORY PAR�S AND REGRBATION COM�IITTB$
JOB DESCRIPTION � �UAI,IFICATIQNS
QUALIFICATIONS:
1 . Resident of the City of Rosemount
2. Willingness and dedication to commit both time and personal
ener�p to the committ�e.
3. An interest in both parka an�l recreation issues
4. Desire to provide a broad range of parka and recreation
service to c�.tizens of tY�e commanitq.
5. Interest in and knawledge of the communitp of Rosemount
6. Interest in recreation and parks fulfilling a vital role in
the qualitp of life for Rosemount
7. Willingly seeks input from neighborhoada, organizations, and
individual.s
8. Ability to maintain an ob�ecti.ve approach to gark and
recreation issues
RESPONSIBILITIES:
1 . Attend and participate in reguler monthlp meetings and
special meetings.
2. Attend and participate iii appointed studq committees wh�.ch
map be required to conduct the affairs of the Advisoary
Comm�.ttee
3. To make recommendations concerning parks acquisition and
development to council and staff.
4. To review and make recommenda�ions concerning recreation
programming
5. Annuallp elect officers of the Advisory Committee
6. Provide input into park site planning
7 . Annually reviews the department budget, providing
suggestians to ata£f
$. Perfarms fact f3.nding tasks for City Council
REPpRTS T0:
l . Citp Council
2. Director of Parks and Recreation
PERFORMANCE AND EVALUATION:
1 . Self evaluat3.on by commission
2. Regular attendance and part3.cipation
3. Knowledge and satisfaction that commission is fu11-filling a
vital role in the community
Parks & Rec Job Deacription/Qualif3cations
Page 2
DUTIES OF CHAIR-PERSON:
l . To preside over regularly scheduled and special cnmmittee
meetinga
2. To call special meetings of the Advisory Comm�ttee when
required to conduct the responsibilities of the committee
3. To act as spokes person for the committee
4. With the Director of Parks and Recreatian; establish a •
tentative agenda for monthZy meetings
�. Assign members to special studp committees
6. Advise and consult with individual members concerning their
participation on the committee
DUTIES OF THE DIRECTOR OF PARRS AND RECREATION TO THE ADVISORY
COMMITTEE:
1 . To assist in the development of the agenda and prepare
packet• material
2. To act as a adm�nistrator of Paxk & Recreation Programs,
Budge�s, Park Development and l�aison to the City Council
for the recommendatiana made by the Committee
3. Provide direct�on and input ta the Committee concerning
parks ded�cation and recreational programming
4. To perform fundamental research in the study of parks and
recreation issues
S. To attend meetings of the Advisory Committee and studp
committees
. ' ,
� `
ROSSMOUNT ADVISORY PARRS AND RBCRBATION COMMITTSE
The Advisory Parks and Recreation Committee is an appointed
committee of the City Council o£ volunteer �itizens. The purpose
of the committee is to advise and make recommendations to the Citp
Council concerning both parks and recreation iseues. In addition
the committee provides input to Citq staff, in affect, acts as an
advisory board on community interests cancex'ning r�creation and
parks.
OrQanization: The committee conaists o£ T members who are
appointed by the City Council far three (3) pear terms.
Chairperson, vi.ce-chairperson and secretarp are elected annually by
the commission members at an "organizational meeting" . Meetings
are he�.d monthly, or at the eall of the chairperson.
Members Role: The Advisorq Committee work cavers a broad range of
issues which must be acted ugon in a timelq manner. To accomplish
this work, regular attendance and participation by members is
essential. Accasionally, the formation of "task" or "study groups"
becomes necessary to look into or worlc further on more complex
issues. Aasignment to these groups is voluntary.
Perhaps the most significant responaibility the members have i� to
keep an open mind to parks issues, Listening, learning and
discuseion of issues are important aspects of cammittee work.
Decision making ahould be based on information gathered and what
can be seen as working towards the betterment of the City and parks
and recreation system. Ma3ntaining ob�ectivity in the face of
special 3nterest groups is often difficult, but essential ta a
balanced approach to parks. Both long term ob�ectives and short
term benefi�s ahould be considered on a11 issuea.
The Advisory Committee acts as a group; disagreement and divergent
views are expected and desixable. However, these views are not to
be represented to outside organizationa/committees as being
representative of the views af the Advisory Committee or City.
Members need to be certain that thep do not express personal views
and interests as that pf that of the City or Parks and Recreation
Department.
RESPONSIBILITY/AUTHORITY; The Committee does not have statutorq
powers, as do "Park Boards." It is a creation of the City Counci3,
with the responsibilitq of parks and recreation. The commission
reviews residential development �or recommendation of parks
dedication; annually reviews the budget, provides input regarding
programming, hears citizens requests and inveatigates issues for
recommendation. In addition to the gener�l responsfb3.lity of parks
and recreation, the committee will perfarm "special"
responsibilities as well.
,"• �
Rosemount Advisorp Parke & Rec Committee
Page 2
STAFF: The City employs a professionaX administrator for the Farks
and Recreation Department whoae respansibilitp includes the day to
day direction and operation of the department. Dire�tly
responsible tv the Citq Administrator, the director prepares the
operational budget, purchases ma�ar equipraent items, ovezsees the
forestry department, weed control program, plane parka maintenance
and development activities, as well as give direction to the
effective operation af recreat�onal programming, e�c,
As the position rela�es to the Advi$or� Committee, the director
prepares the committee' s agenda and support informatian concerning
agenda �tems. Items require comm�ttee action, informational items
on parks and programs are preaented by the director and
communicated to the appropriate parties.
The City Administrator occaaionally attends meetinge of the
Advisorp Commission and wi11 comment on council . directives, as we11
as background information pertaining to City development.
FOR YQUR INFORMATION:
Park Dedication: The City has enacted an ardinance under Minnesota
laws, which grants a eommunitq the suthority to receive land for
park purpoees fram resident�al developers. Thia dedication ie set
a� 1Q� af the land to be developed. In instancee in which euitable
land for park purpoaes is not available, or the amount of 1a�d is
not sufficient to support a park, a cash dedication is taken. The
amount of the cash dedicat�on is based on the type of land use.
The committee annually rev3ews the £ees for posaible ad�ustment.
The cash collected goes into the "park dedication" fund far
purchase and/or develogment of parks throughout the community.
Comv P1an: Required bp the Metrapolltan Council the City prepared
a "Comprehensive Guide P1an" for the City. One segment of the plan
includea parks. Neighborhood service areas were defined to heZp
determine what park needa might be for each portian of the Citp.
FundinQ: Funding for park development cames from the genera� taxes
and park dedication fees.
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 acco�ding to a �pecif3c csiCeria; includ�ng residential
d�naitiee, park land, commercial area, with a proposed time frame
£or development.