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HomeMy WebLinkAbout5.a. Council Committees - Selection Process c CnV2 P.O. BOX 510 ✓�6 � 2875-145TH ST. W. Q M�A ROSEMOUNT. MINNESOTA 55068 �SG/�'l����� 612-423-4411 iTEM # 5 A June 1 , 1 9 9 0 TO: Mayor Napper Council Members: Klassen Oxborough Willcox Wippermann FROM: - Stephan Jilk, City Administrato . RE: Council Committee Appointment Process This item is back on the agenda for final xeview and approval. During preliminary discussion and initial review it was recommended that in `addition to the proposed policy, job description and qualifications should be developed for each committee. These have been prepared and are attached for your consideration. The packet attached which will become the entire policy with attachments includes: 1 ) Committee Selection Policy AD - 1 2) Commission Members Code 3) Application Form 4) Job Description/Qualifications for: a. Utilities Commission b. Cable Commission c. �DA Board d. Planning Commission e. Parks & Recreation Committee The policy, application form, and commission members code have not been revised since the initial presentation. I would entertain any questions or comments and recommend your approval of Policy AD - 1 , Committee Selection Policy. lj June 1 , 19 9 0 CITY OF ROSEMOUNT POLICY TITLE: COMMITTEE SELECTION POLICY POLICY NUMBER: AD - 1 PROPOSED BY: ADMINISTRATION DATE APPROVED BY CITY COUNCIL• PURPOSE , The City of Rosemount wants to assure equal and open access to the selection process for all City Council appointed standing Commissions and Committees. This policy will set a regular and formal recruitment and selection process for eligible members to all City Council Commissions and Committees. It will provide applicants for Citizens Advisory Commissions and Committees 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 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 issues. PROCEDURE 1 . The following Commissions shall be appointed by the City Council and shall meet on the days designated below: Days & Times of Meetin s Economic Development Authority (EDA) 6:00 p.m. - 1st & 3rd Tuesday of each month Utilities Commission 6:30 p.m. - 1 st Monday after the 1 st Tues. of each month Cable Commission 6:30 p.m - 1 st Monday after the 1 st Tues. of each month Parks & Recreation Committee 7: 30 p.m. - 3rd Monday of each month Planning Commission 5:00 p.m. - 2nd and 4th Tuesday of each month Policy AD-1 ' Page 2 Lenqth 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 Council position on a Citizens Advisory Commission or Committee shail be residents of the City of Rosemount. 3. Persans interested in being considered for appointment or reappointment to a City Commission or Committee shall complete an "Application for Appointment to Ci�y Committee or Commission" form furnished by the City. 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 consideration for appointment. Prior to making an appointment, the City Council shall 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 shall 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 of any one Commission or Committee be comprised of individuals of like professions or occupations. PoliCy AD-1 Page 3 9. As a general guideline, the members of each 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 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. _ 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 eligible for reappointment. Should tY�e 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 vacancies on the City Commissions at least sixty days prior to the expiration of commission terms each year and applications will be accepted from 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 wha wish to seek reappaintment. The qualifications of the members of the Commissions shall be those who in judgement of the Council are representative of the cammunity 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. A COMMISSION MEMBER'S CODE ' As a commission member, I believe that the primary purposes ' of a commission are to achieve effective and wise guidance of the ; City through 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 realize that mine is a community trust, that I represent , all the people 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 sensitive to my obligations and relationships in this trusteeship, I subscribe to the code 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 citizenship, signifying a willingness to accept ' community responsibility and the charge to preserve popular control , 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 ', color or economic or social status. I believe that a person' s ', greatest possession, as we11 as his greatest contribution to ' society, may lie in the ways in which he 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 community wide perspective knowing that, for sound 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 agencies. 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 commission members, ' weighing alternatives and exercising good judgement in choosing ' among them. i 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 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. IITILITIE3 COMMISSION JOB DESCRIPTI�N j QUALIFICATIONS QUALIFICATIONS: 1. Must be resident of the City of Rosemount. 2 . If a customer of Rosemount 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. RESPONSIBILITIES: 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 operation and maintenance of water, sanitary sewer, and storm sewer systems. 4. Approve rate structure for water, sanitary sewer, and storm sewer systems, e. i. user fees, connection 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 . Knowledge and satisfaction that commission is fulfilling a vital role in the community. DUTIES OF CHAIR-PERSON: Utilities Commission Job Description/Qualifications Page 2 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 spokesperson for the commission. 4. Establish, with the Public Works Director/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 DIRECTOR/CITY ENGINEER: 1. Assist in the development of the agenda and prepare packet material. 2 . Act as administrator of Utilities policies, rates, and budgets and be liason 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 Commission in development of maintenance and operation policies, setting rates, preparing budgets, etc. ROSEMOUNT UTILITIES COMMISSION The Utilities Commission is an appointed commission by the City Council. The purpose of the commission is: (1) to provide direction as to level of service, and (2) to advise and make recommendations to the City Couneil concerning water, sanitary sewer, and storm sewer. Organization: The Commission consists of three (3) members who are appointed by the City Council for three (3) year terms. Ex officio members of the Commission 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 first Tuesday of the month. The meeting begins at 6:30 p.m. and is held at Czty 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 Code and Minnesota Statutes Section 412. 321. Included in the commission's jurisdiction is the following: (1) Review and adopt operating budgets. (2) Authorize expenditures for funds specifically set out for use in the operation and maintenance of the utilities. (3) Make recommendations to the City Council on the hiring of personnel, construction of new infrastructure, purchase of additional equipment, and construction of new buildings for operation and maintenance of the utilities. (4) Review all proposed developments in the City and make recommendations 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 revenue and present recommendations to the City Council regarding these fees. Members Role: Because of the small size of the Commission, the limited number of ineetings, and the need to act in a timely fashion, attendance and participation is very important. The Commission is also 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 Rosemount Utilities Commission Page 4 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 out policies intact. 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 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 directly 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 Director' s salary are financed through utilities, while the secretarial and maintenance positions are fully supported through utilities. CABLE COMMISSION JOB DESCRIPTION j QUALIFICATIONS 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. RESPONSIBILITIES: 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 Commission's video equipment. 4. Implement provisions of 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 fulfilling 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 spokesperson for the commission. 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. ROSEMOUNT CABLE COMMISSION The Cable Commission is an appointed commission by the City Council. The purpose of the commission 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 consists 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 Commission 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 Commission 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 follows: (1) Review and adopt operating budgets with respect to the amount of revenue the City receives from the franchise fee. (2) Authorize expenditures for funds specifically budgeted by �the Commission. (3) Make recommendations to the City Council regarding immediate or ongoing use of cable communications in the City. (4) Conciliate disagreements among the cable company, subscribers, and users of the system. (5) Submit an annual report to cable company and City Council assessing company's perforamnce according to the terms of the franchise agreements. Members Role: Because of the small size of the Commission and the limited number of ineetings, attendance and participation 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 individual 's disagreement must not be taken as the representative view of the Commission. Rosemount Cable Commission Page 2 Staff: Because the cable meeting immediately follows the Utilities Commission meeting, the Public Works Department provides the reeording secretary and the Public Works Director sits in on the meeting. Negotiations regarding franchise agreements are dealt with by the City Administrator and City Attorney. ROSEMOIINT ECONOMIC DEVELOPMENT AUTHORITY BOARD OF COMMISSIONERS JOB DESCRIPTION / QUALIFICATIONS QUALIFICATIONS: Applicants must . . . 1. Be a resident of the City of Rosemount 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 development 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. Have an interest in economic development fulfilling a vital role in the quality of life for both the business persons and citizens of Rosemount. 7. Have a willingness to seek and accept input from citizens, organizations, and 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 come before the Authority. RESPONSIBILITIES: Applicants must . . . l. Attend and participate in regularly scheduled meetings and special meetings. 2 . Attend and participate in appointed study committees which may be require�4 to conduct the affairs of the Authority. 3 . Work closely with City Staff, the Planning Commission, and the City Council. 4 . Review and make recommendations concerning housing and economic development and those programs which assist this development. 5. Annually elect a chairperson and secretary to the Authority. 6. Annually review the Authority budget, providing suggestions to staff. EDA COMMISSIONERS REPORT T0: l. City Council 1 PERFORMANCE AND EVALUATION: 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 community. 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 act as spokes person 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 DIRECTOR 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. To assist in the development of ineeting agendas. DUTIES OF THE ASSISTANT DIRECTOR 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 Authority. 2 ROSEMOUNT ECONOMIC DEVELOPMENT AUTHORITY 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 thase development projects. The Authority is expected to work alosely 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 comprised of a minimum of two (2) City Council members with the remaining 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 must be acted on quickly, others are very involved project issues 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 an Authority member and staff inembers) becomes necessary to laok into 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. Decision making should be based on 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 all 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. 3 RESPONSIBILITY / AUTHORITY: 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 redevelopment authority in addition to those of an economic development authority. The Authority is a creation of the City Council with the responsibility of economic development. The Authority reviews proposed economic development projects, oversees Rosemount Redevelopment District Number One and Rosemount Development District Number One, and advises the City Council on, and/or participates in, special programs such as grants and other funding available to encourage economic development within the City of Rosemount. STAFF: The City Administrator acts as the Executive Director of the Authority. The Economic Development Specialist act� as the Assistant Director of the Authority. The Director of Community Development and Finance Director also work very closely 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 concerning economic development projects and programs. It is also the Director's responsibility to attend regularly scheduled and special meetings of the Authority and to assist in the deve-lopment of ineeting agendas. The Director of Community Development and the Economic Development Specialist prepare information 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 Specialist, under the supervision of the Director of CD, assists in the development of ineeting agendas and the preparation of packet materials for all Authority meetings. The ED Specialist also performs research for projects and programs brought before the Authority. � 4 FOR YOUR INFORMATION: By-Laws• A legal document outlining the powers and procedures of the Rosemount Economic Development Authority. Community Development Block Grant tCDBG) : 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. Information regarding industrial, commercial, and retail development can be found in various segments of said plan. Fundinct• Funding�for the Rosemount Economic Development Authority comes from property taxes generated through tax increment financint� 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 land, and commercial/industrial areas, with a proposed time frame for development. 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 adopted in 1979 targeting the Rosemount Central Business District and surrounding contiguous areas for housing and economic development. Rosemount Zonincr Ordinance: All of the land within the City of Rosemount is zoned for specific uses to promote compatible land uses and the orderly development of the City. Tax Increment Financincr (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) . 5 ROSEMOUNT PLANNING COMMISSION BOARD OF COMMISSIONERS JOB DESCRIPTION / QUALIFICATIONS QUALIFICATIONS: Applicants must . . . 1. Be a resident of the Ci�y 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 planninq, zoning, and subdivision of land. 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 directly 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 life" possible for residents of Rosemount. RESPONSIBILITIES: Applicants must . . 1. The general purpose of the Planning Commission is to advise the City Council on all development matters in the community. 2 . Specific duties include the preparation and administration 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 all ncm-residential building permit applications) . 4. The Planning Gommission is required to make formal recommendations on all zoning and subdivision applications. 5. The Planning Commission acts as the Board of Appeals and Adjustments, which is empowered to act upon ail 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 chairperson and secretary to the Commission. 1 PLANNING COMMISSIONS REPORT TO: 1. City Council PERFORMANCE AND EVALUATION: 1. 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 procedures. 2 . To submit such recommendations and information he/she may consider proper concerning the business and procedures of the Commission. DUTIES OF THE DIRECTOR OF COMMUNITY DEVELOPMENT TO THE COMMISSION: 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 planning, zoning, subdivision of land or land d e v e 1 o p m e n t within the City. 4 . To attend regularly scheduled and special meetings of the T Commission. DUTIES OF THE CITY PLANNER TO THE COMMISSION 1. Responsible for general supervision over the administration of the business and affairs of the Commission, subject 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 to 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. 2 ROSEMOUNT PLANNING COMMISSION BOARD OF COMMI S S ICINERS The Planning Commission is a commission which is appointed by the City Council. The purpose of the Commission is to advise and make recommendations to the City Council regarding land use policy, zoning and all development proposals. The Commission works directly with the Community Development Department. ORGANIZATION: The Commission consists of five (5) members who are appainted by the City Council. The Commissioners are appointed to three (3) year terms. Commissioners may be removed from office at any time by the City Council. 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 issues 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 inembers) becomes necessary to look into 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. Decision making should be based on 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 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 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. 3 RESPONSIBILITY / 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 Plan, the Critical Area Plan, the Zoning Ordinance and the Subdivison Ordinance. The Commission approves all development site plans and variances and makes recommendations to the City Council on all Subdivisions and Planned Unit Developments, Guide Plan Amendments Zoning Ordinance Amendment and Subdivision Ordinancce Amendments. STAFF: DUTIES OF THE DIRECTOR OF COMMUNITY DEVELOPMENT TO THE COMMISSION: 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 planning, zoning, subdivision of land or land d e v e 1 o p m e n t within the City. 4 . To attend regularly scheduled and special meetings of the Commission. DUTIES OF THE CITY PLANNER TO THE COMMISSION 1. Responsible for general supervision over the administration of the business and affairs of the Commission, subject 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 to 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. 4 ADVISORY PARRS AND RECREATION COMMITTEE JOB DESCRIPTION / QUALIFICATIONS QUALIFICATIONS: 1 . 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 broad range of parks and recreation service to citizens of the community. 5. Interest in and knowledge of the community of Rosemount 6. Interest in recreation and parks fulfilling a vital role in the quality of life for Rosemount 7. Willingly seeks input from neighborhoods, organizations, and individuals 8. Ability to maintain an objective approach to 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 acquisition and development to council and staff. 4. To review and make recommendations concerning recreation programming "� 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 Council REPORTS T0: 1 . City Council PERFORMANCE AND EVALUATION: 1 . Self evaluation by commission 2. Regular attendance and participation 3. Knowledge and satisfaction that commission is full-filling a vital role in the community Parks & Rec Job Description/Qualifications Page 2 DUTIES OF CHAIR-PERSON: 1 . To preside over regularly scheduled and special committee meetings 2. To call special meetings of the Advisory Committee 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 Recreation; establish a tentative agenda for monthly meetings 5. Assign members to special study committees 6. Advise and consult with individual members concerning their participation on the committee DUTIES OF THE DIRECTOR OF PARKS AND RECREATION TO THE ADVISORY COMMITTEE: 1 . To assist in the development of the agenda and prepare packet material 2. To act as a administrator of Park & Recreation Programs, Budgets, Park Development and liaison to the City Council for the recommendations made by the Committee 3. Provide direction and input to the Committee concerning parks 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 ♦ i b ROSEMOUNT ADVISORY PARRS AND RECREATION COMMITTEE The Advisory Parks and Recreation Committee is an appointed committee of the City Council of volunteer citizens. The purpose of the committee is to advise and make recommendations to the City Council concerning both parks and xecreation issues. In addition the committee provides input to City staff, in affect, acts as an advisory board on community interests concerning recreation and parks. Orqanization: The committee consists of 7 members who are appointed by the City Council for three ( 3) year terms. Chairperson, vice-chairperson and secretary are alected 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 of issues which must be acted upon in a timely manner. To accomplish this work, regular attendance and participation by members is essential. Occasionally, the formation of "task" or "study groups" becomes necessary to look into 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. 'F 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 balanced approach to parks. Both long term objectives and short term benefits should be considered on all issues. The Advisory Committee acts as a graup; disagreement and divergent views are. expected and desirable. However, these views are not to ' be represented to outside organizations/c,ommittees as being representative of the views of the Advisory Committee or City. Members need to be certain that they do not express personal views and interests as that of that of the City or Parks and Recreation Department. RESPONSIBILITY/AUTHORITY: The Committee does not have statutory powers, as do "Park Boards. " It is a creation of the City Council with the responsibility of parks and recreation. The commission reviews residential development for recommendation of parks dedication; annually reviews the budget, provides input regarding programming, hears citizens requests and investigates issues for recommendation. In addition to the general responsibility of parks and recreation, the committee will perform "special" responsibilities as well. � . . Rosemount Advisory Parks & Rec Committee Page 2 STAFF: The City employs a professional administrator for the Parks and Recreation Department whose responsibility includes the day to day direction and operation of the department. Directly responsible 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 and 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 information pertaining to City development. FOR YOUR INFORMATION: Park Dedication: The City has enacted an ordinance under Minnesota laws, which grants a community the authority to receive land for park purposes from residential developers. This dedication is set at 10� of the land to be develope�. 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 goes into the "park dedication" fund for purchase and/or development of parks throughout the community. Comp Plan: Required by the Metropolitan Council the City prepared a "Comprehensive Guide Plan" 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 portion of the City. Fundinq: Funding for park development comes from the general 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 according to a specific criteria; including residential densities, park land, commercial area, with a proposed time frame for development.