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HomeMy WebLinkAbout6.l. Environment and Sustainability Task Force Bylaws Update and New Member Request I:\City Clerk\Agenda Items\Approved Items\6.l. Environment and Sustainability Task Force Bylaws Update and New Member Request.docx EXECUTIVE SUMMARY City Council Meeting: April 17, 2018 AGENDA ITEM: Environment and Sustainability Task Force Bylaws Update and New Member Request AGENDA SECTION: Consent PREPARED BY: Brian Erickson, P.E., Director of Public Works/City Engineer AGENDA NO. 6.l. ATTACHMENTS: Draft ESTF Bylaws Update APPROVED BY: LJM RECOMMENDED ACTION: Motion to Approve ESTF Bylaws and Advertise for 3 Members BACKGROUND: The Rosemount City Council approved the establishment of the Environment and Sustainability Task Force (ESTF) in 2015. At that time the Council also established bylaws for the ESTF. Since that time the ESTF has had a number of meetings and provided updates to the City Council. Notably, they requested the addition of two members to bring their total to nine. The attached ‘redlined’ bylaws have been discussed by the ESTF and they are requesting approval by the City Council. In addition to minor editorial changes for clarification, the following list shows the changes as requested: • DEFINITION – Modifies the dates the ESTF is in operation to account for the Council’s approval to extend their work until 2019. • PURPOSE AND SCOPE – Clarifies that the members are encouraged to attend various community outreach opportunities. • MEMBERSHIP – Requests the addition of two voting members to the taskforce and removing the language that would allowing for an unspecified number of members. As part of that addition, a three-year term rotation is being proposed. That rotation would be drafted by the ESTF and presented to Council for approval. • ATTENDANCE – Requests the ability to remove a member of the taskforce should a member not resign and miss 4 meetings in a year. • MEETINGS – Changes the reporting requirement for the ESTF from quarterly to annual. • ORGANIZATION – Sets the time for election of the taskforce chair to January due to the extension of the operation timeframe. • ORGANIZATION – Clarifies city staff responsibilities regarding minutes and packet distribution. The ESTF will be reviewing the changes to the bylaws at their April 17 meeting prior to City Council’s actions. In addition to the bylaw update, the ESTF is requesting that applications be sought for three new members. The ESTF recently had a resignation so there is currently 1 vacancy and should Council approve the bylaws change two additional vacancies would be created. The ESTF has had several regular non-voting residents attending the meetings. It is likely that those residents would be interested in officially joining the ESTF. 2 SUMMARY: The ESTF and staff are recommending approval of the attached bylaws and the request for additional members to be added to the ESTF. Environment and Sustainability Taskforce By-laws I. DEFINITION The Environment and Sustainability Taskforce (Taskforce) taskforce will operate until December 31, 20197. Prior to December 31, 20197, the City Council will decide to continue or disband the taskforce. II. PURPOSE AND SCOPE The purpose of the Taskforce is to advise the city council on issues related to the environment and sustainability. The past few years the Rosemount City Council has participated in several programs involving sustainability measures. Four significant programs were STAR Communities, Minnesota Green Step Cities, Regional InitivesInitiatives and the University of Minnesota’s Resilient Communities program. These programs provided assistance in many areas however quality of life and sustainability were two significant issues. The issue of sustainable city services is a complex topic that includes a wide range of city services. RosemountWe currently hasve three citizen commissions that advise council on: planning issues, parks and utilities. Although commission members meet once per month and generally only focus on current city projects, and new development, there are significant issues around innovationsustainability and citizen engagement that are not being addressed. The City Council’s objective creating an Environment and Sustainability Taskforce is to look at areas where we can have a better impact on issues and look for creative ways to engage residents through education and opportunities to improve neighborhoods. Taskforce members are expectedencouraged to volunteer at community engagement events such as the Taskforce booth at the Rosemount HomeRosemount Home and Business Expo and Leprechaun Days. Outcomes could be specific projects or recommendations on city policy. Following are some areas of focus: • Storm Water Catch Basins and Ponds • Surface Water Quality • Water Conservation and Water Reuse • Energy Usage and Emissions See attachment A: Environmental and Sustainability Taskforce Charter and Priorities III. MEMBERSHIP The Taskforce consists of, but not limited to 97 voting members, all of whom shall be residents of the City of Rosemount, appointed by the City Council. The Taskforce would like to increase the size with member volunteers that are not voting members. The term of Taskforce members may last fourthree years, ending at the March meeting. Taskforce members may reapply to be appointed by the city council which occurs in March each year. to serve until December 31, 2017. The requirement for residency does not apply to citizen volunteers,a or students, or faculty member of Dakota County Technical College. A city staff representative and ex-officio non-voting city council member(s) will may serve as liaisons. IV. RESIGNATION Any member wishing to resign from the Taskforce shall give a written notice of resignation to the Taskforce chair and city staff representative. The Taskforce chair shall present the resignation to the Taskforce at its next meeting. V. ATTENDANCE Regular Attendance. Regular attendance at meetings by all voting members is necessary if the Taskforce is to be effective. Absence from Meetingmeeting. It shall be the duty of each member to notify the city staff representative prior to the meeting that he/she will not be attending. The Taskforce members can vote a member out of the Taskforce due to four or more absences in a calendar year. VI. MEETINGS A. Date and time. Regular meeting dates and times shall be determined by the Taskforce. B. Place. Meetings shall be held in the City Hall conference room unless otherwise noted. C. Special Meeting. Special meetings may be called by the Chair, any fourthree members of the Taskforce or the city council. The members must be notified of the call for a special meeting at least three (3) days before the date of the meeting. D. Meetings with city council as deemed necessary. E. Minutes. A member of the Taskforce will be chosen by the Taskforce to record minutes for each meeting. The minutes will be share with the city representative to be included in the next meeting packet. F. Quarterly rReport to City Council. The Taskforce Chair, ex-officio council member or city representative will provide quarterly an annual reports to the city council at either a council meeting or work session.. VII. ORGANIZATION Chairperson. The chairperson shall preside over all meetings and be selected by the members at the January meeting each year to serve until December 31, 2017. The Chairperson may assign specific tasks to members, with the consent of the members, establish subcommittees and assist with developing meeting agendas. Vice-chairperson. The vice-chairperson shall preside over meetings in the absence of the chairperson. Staff. A city staff representative shall act as secretary and record attendance and minutes of the meeting. The staff representative shall create distribute the agenda and distribute the packet to each member of information prior to the meeting to each member either electronically or paper version.