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HomeMy WebLinkAbout2009 05-04 City Council Manager Workshop PacketAGENDA MAPLEWOOD CITY COUNCIL MANAGER WORKSHOP 5 :00 P.M. Monday, May 4, 2009 Council Chambers, City Hall A. CALL TO ORDER B. ROLL CALL C. APPROVAL OF AGENDA D. UNFINISHED BUSINESS 1. Community Design Review Board Applicant Interviews a. 5:00 pm: Jason Lamers b. 5:15 pm: Joe Krummel c. 5:30 pm: Mitch Imbertson d. 5:45 pm: May Lee 2. Policy and Procedures for Boards and Commissions — City Attorney Kantrud E. NEW BUSINESS F. ADJOURNMENT Agenda Item D1 AGENDA REPORT TO: City Council FROM: Sarah Burlingame, Senior Administrative Assistant SUBJECT: Appointments to Community Design Review Board DATE: April 29, 2009 INTRODUCTION /SUMMARY The City Council will be conducting interviews of candidates for openings to the Community Design Review Board. The City received a total of eight applications in response to the two posted vacancies. These two positions became vacant when Chairperson Linda Olson and Commissioner John Demko did not seek reappointment when their terms expired on January 1, 2009. They both have agreed to serve until their vacancies are filled. The following individuals have applied and will have been interviewed for two vacant positions. The Council has already interviewed half of the candidates during the April 27 Workshop Session and the other half will be interviewed today. A set of questions have been used in the past for CDRB interviews. The members of the CDRB have suggested some new questions. Council action is required to appoint members. RECOMMENDATION It is recommended that the City Council adopt a motion to appoint two members to the Community Design Review Board as noted: Community Design Review Board (two openings): • 5:00 pm: Jason Lamers • 5:15 pm: Joe Krummel • 5:30 pm: Mitch Imbertson • 5:45 pm: May Lee Attachment: Candidate Applications Packet Page Number 2 of 51 Agenda Item D1 Attachment CITY OF MAPLEWOOD BOARDS AND COMMISSIONS APPLICANT INFORMATION FORM NAME: Lqme� DATE: ADDRESS: PHONE #: You may attach a resume or other summary of your background and experience for appointment to this Commission. I On which Board or commission are interested in serving? (please check) X Community Design Review Board ❑ Housing & Redevelopment Authority ❑ Community Outreach Commission ❑ Parks and Recreation Commission ❑ Environmental & Natural Resources Commission ❑ Planning Commission 1-1 Historic Preservation Commission ❑ Police and Civil Services Commission 2. How long have you lived in the City of Maplewood? VeAl I 3. Will other commitments make regular attendance at meetings difficult? Yes ❑ No 4. Please list specific reasons why you would like to serve on this Board or Commission? �5ce- Aftq,(, ed ekee-+ 5. Do you have any specific areas of interest within the Board's or Commission's scope of responsibilities? c o f A cke j Vic e-+ G. List any community organizations or activities in which you have recently or are now an active participant. �Q, "ClAf-i "Ske-cl+ Please share any additional comments on why you should be selected by the City Council. , 5e , -e A+acvkcd 1,kice.4e, THE INFORMATION CONTAINED IN THIS APPLICATION SMALL BE CLASSIFIED AS PUBLIC EXCEPT FOR HOME AND WORK TELEPHONE NUMBERS AND E-MAIL ADDRESS. Return or mail this apWicatlan to. City ofNaplawood, 18" County Road B Fas4 Maplewood, NN $6109 HX - GCOM11 TnftW6=\B=& & 0onmfissions Application.&c Packet Page Number 3 of 51 Agenda Item D1 Attachment 4) 1 am graduating with a Masters in Landscape Archit f rom th U n i vers it y o f Minnesota in May and want to give back to my community. My education focus was on storm water design and function. This board would allow me to directly apply my knowledge to the review process of new projects to ensure that function and aesthetic consideration of storm water features exists. Finally to help create a more sustainable and appealing community. 5) The areas of interest within this particular board include Site Plan and Landscape design as they relate to the building fimction and aesthetic. .31 a) Currently working with the Clark Memorial United Church of Christ, in South St. Paul to implement rain gardens and a sustainable landscape. b) Currently working on the University of Minnesota's Solar Decathlon team in a competition to create a sustainable housing model that will be displayed in Washington DC. e) Working with a team of designers on the design of a Habitat for Humanity Eco- Village in River Falls Additional Comments My educational background in design provides me with skills to critically look at design proposals and provide productive feedback. Packet Page Number 4 of 51 1884 Flandrau St. N Maplewood, MN 55109 Agenda Item D1 Attachment Education Post Secondary: University of Minnesota Bachelor of Arts 2006 GRA: 3.548 o Major: Environmental Design Minor, Horticulture Graduate Studies: University of Minnesota GPA 3.745 • Masters of Landscape Architecture o Class of 2009 Awards • Scholar Athlete for University of Minnesota Football (2002-2005) Received • Academic All Big Ten (2003-2005) • Deans List (Fall 2002, Spring 2003, Spring 2004, Fall 2006, Spring 2007) • University of Minnesota Football Walk-On Varsity Letter Winner (2004-2005) Work Intern- Rehbein Environmental Solutions Inc, (Spiring2008-Present) Experience • Aiding co-workers in document preparation during design process. • Oversee research and development of new applications with EPIC System Technology. • Development of new client relationships to advance the companies goals. Teaching Assistant- Land Forms Systems and S1atial Performance, U of M (Fall 2007&Fall 2008) • Aided professor in preparation of lecture material, assignments and grading. • Lectured multiple times in professor's absence. • Bookkeeping of grades, attendance and participation. Research Assistant- University of Minnesota Turf Department (Fall 2007-Spring 2008) • Monitoring and maintaining turf research plots • Helping monitor and record data for current studies. Gatt Course Shapgr/Dgsigner- Renaissance Golf Architecture, Deer Lodge, MT (2006-2007) • Intern Rock Creek Golf Club in Deer Lodge, MT • Operation of large excavators and bull dozers. • Crew foremen for 10-14 workers for construction duties. Intern- Interlachen Country Club, Turf Grass Maintenance(Summer 2005) • Participated in all aspects related to golf course maintenance. _Seasonal Greens Keeper- Interiachen Country Club Turf Grass Maintenance (2003-2004) • Operation of power equipment for turf maintenance • Monitoring events, materials, and surroundings during projects Assistant Greens. Keeper- Eagle Links Golf Course Kaukauna, WI (1999-2002) • Repaired and oversaw irrigation system • Estimated sizes, quantities, time, cost, of materials needed • Monitoring events, materials, and surroundings during projects International Scotland and England (May 2005) Experience • Studied turf grass management at St. Andrews, The Turf Grass Research Institute in Leeds, England, and Wimbledon. 0 Studied garden design at Royal Botanic Gardens in Edinburgh, Hampton Court and Kew Gardens. Activities and • University of Minnesota Football 'Team Member (2002-2005) Interests • University of Minnesota Turf Club Secretary (2005-2006) • Member of The American Society of Landscape Architects Packet Page Number 5 of 51 CITY OF MAPLEWOOD � BOARDS AND COMMISSIONS APPLICANT INFORMATION FORM NAME: S, J06 V r 14 K^ MAI ADDRESS: lb"3% 4:;;e,4 Ajoo. 4jf.A1ffi*iAh-M11 AA h# PHONE #: Work Home P-mall: You may attach a resume or other summary of your background and experience for appointment to this Commission. 1. On which Board or Commission are interested in serving? (please check) Community Design Review Board ❑ Housing & Redevelopment Authority ❑ Community Outreach Commission 171 Parks and Recreation Commission 1:1 Environmental & Natural Resources Commission ❑ Planning Commission ❑ Historic Preservation Commission ❑ Police and Civil Services Commission 2. How long have you lived in the City of Maplewood? 3. Will other commitments make regular attendance at meetings difficult? Yes No *V 4. Please list specific reasons why you would like to serve on this Board or Commission? wo"Id N lihr * &K+ dtf," , �Z, � J/k/ 004fv WAl-kAeoh e m4a-44,-r5 /OL 5. Do you have any specific areas of interest within the Board's or Commission's scope of responsibilities? A rA '4-c ch4je e, / t4 v koc m �mn V%, A 7 Kq " V% opk 14 1 oie VC J 6. List any community organizations or activities in which you have recently or are now an active participant. AlAs comip C" 1 P1 Please share any addi Zonal comments on why you should be selected by the Cit Council WlYti 41 bte,�11(1111, "q 4-6 t�e, Ovl bri'vJ 7 oL (AK I -t-a f ue VPCPO;�� �01�t4-b THE INFORMATION CONIAINED IN THIS APPLICATION SHALL BE CLASSIFIED AS PUBLIC EXCEPT FOR HOME AND WORK TELEPHONE NUMBERS AND E-MAIL ADDRESS. Return or mail this appli t Cit o f M ap l ewood , 1830 County Road B East Maplewood, MN 55109 ItWommissionACommission - GemW & C*fturdssioft, AWJicatiomdoc 12,08,06 Agenda Item D1 Attachment DATE: M11 IM6-1 Packet Page Number 6 of 51 ACTIVITIES 2008 - Present Habitat for Humanity Twin Cities Individual Volunteer • Stay active in the community and spread the word about Habitat and its intentions. • Assist in loading, organizing and pricing new and used building materials at the ReStore. 2007 - Present Camp Odayin Volunteer * Help provide a safe and enjoyable camp experience for children with heart disease as a camp counselor. • Provide photography and videography servi t h spread t h e wor a C amp Od ay i n. August 2008 , Art Buddies Volunteer Spread creativity to inner city children through creative projects every Thursday through the fall. April 2008 Rebuilding Together Twin Cities Volunteer * Participated in restoring the Nelson home which was featured on HGTV. * Helped a family in need while gaining experience in construction. 2006 —2008 American Institute of Architecture Students Freedom by Design chair • Leading FBD to better serve the community with our design solutions as students. • Fund raising, planning, and meeting with professionals to complete projects. • Acquired experience with clients, professio and faculty at the University. A B I L I T I E S • Very strong hand drawing, diagramming and modeling skills. • Adobe Photoshop, InDesign and Illustrator. AutoCad, AtchiCad, 3D Max, Sketchup and Revit. * Animation and video editing through 3D Max, Final Cut Pro and Adobe Premier. EMPLOYMENT 2008 - Present SALA Architects In Intern - Provi& creative assistance with initial concepts and schematics in residents al.design. • Produce sketches, diagrams, models and final drawings t o communicate ideas to the client. 2003 - Present Studio) Video Vdeographer Photographer • Filmed and photographed over 50 weddings, parties and concerts. • Both production and post-production tasks executed. • Developed a diverse and extensive portfolio in mixed medias. Summer 2007 Buffalo Wild Wings Studentintern • Created preliminary designs for new BWW franchise stores. • Red-lined construction documents from numerous firms to update them on current specs. Packet Page Number 7 of 51 EDUCATION 2004-2008 Uni o f Minnesota Bachelor ofScierwe in Architecture Cumulative GPA: 3.07 Agenda Item D1 Attachment CITY OF MAPLEWOOD BOARDS AND COMMISSIONS APPLICANT INFORMATION FORM NAME: Mitchell Imbertson DATE: April 8, 2009 ADDRESS: 500 Farrell St N, Maplewood, MN 55119 You may attach a resume or other summary of your background and experience for appointment to this Commission. On which Board or Commission are interested in serving? (please check) X Community Design Review Board 17 Housing & Redevelopment Authority ❑ Community Outreach Commission ❑ Parks and Recreation Commission ❑ Environmental & Natural Resources Commission ❑ Planning Commission ❑ Historic Preservation Commission ❑ Police and Civil Services Commission 2. How long have you lived in the City of Maplewood? 23 years 3. Will other commitments make regular attendance at meetings difficult? Yes ❑ No 4. Please list specific reasons why you would like to serve on this Board or Commission? Maplewood has a unique sense of place which I would like to see continued into the future. As many cities throughout the Twin Cities, and throughout the US, start to look increasingly similar boards like this can serve an important role in shapingthe places that thousands of residents use and observe on a daily basis. 5. Do you have any specific areas of interest within the Board's or Commission's scope of responsibilities? I have a degree in Architecture and have always had a strong interest in design and in local history. As a life-long resident of Maplewood I have a personal stake in wanting to see the city develop in a way that is sensitive to its past and thoughtful in design. 6. List any community organizations or activities in which you have recently or are now an active participant. Active in the BPOU 55B Republican Party Please share any additional comments on why you should be selected by the City Council. I would be honored to have a position on the Design Review Board and would work hard to ensure that MY opinions are not simply self-serving but reflect those of the citizens of Maplewood. With a background In Design and Architecture, I feel like I would be able to bring important points to the discussions and have a positive impact on the community. From my current career, I also have a strong understanding of zoning, building codes, and other issues affecting building designs and developments. THE INFORMATION CONTAINED IN THIS APPLICATION SHALL BE CLASSIFIED AS PUBLIC EXCEPT FOR HOME AND WORK TELEPHONE NUMBERS AND E-MAIL ADDRESS. Return or mail this applivatlon to: City of Maplewood, 1830 County Road B East; Maplewood, MN 55109 tf;tCommisOmWonm6sion- General 1nfbrmAiWBaards& CommissionsAppliegion.doo 1109.06 Packet Page Number 8 of 51 Agenda Item D1 Attachment Mitchell Imbertson 500 Farrell St N Maplewood, MN 55119 Objective: To serve on the Maplewood Community Design Review Board Education: University of Minnesota, Minneapolis, MN College of Design B.S. Architecture, Completed May 2007 Minor: Environmental Design 3.3 CPA, 146 Credits Completed Century College, White Bear Lake, MN 25 Credits Completed, Post-Secondary Enrollment Attended Full-Time during Senior Year of High School Employment History: Fire Inspector Department of Safety and Inspections, Saint Paul, MN March 2008 - Present Supervisor: Phil Owens - 651.266.8941 Residential Fire Code Inspector Responsible for scheduling and conducting inspections to ensure code compliance and safety of buildings Responsible for investigating complaints of hazardous conditions and for Fire Dept follow-up inspections after fires in a structure Design Assistant EnergyScapes, Inc, Minneapolis, MN June 2008 - November 2008 Supervisor: Douglas Owens-Pike 612.821.9797 Design and manage installation of small landscape projects Assist in the design of larger landscapes Discuss designs with potential clients and accurately estimate project costs Skills: AutoCAD Adobe Photoshop Adobe InDesign MS Office Extensive Knowledge of MN State Fire Code Packet Page Number 9 of 51 Agenda Item D1 Attachment CITY OF MAPLEWOOD BOARDS AND COMMISSIONS APPLICANT INFOr # fi Lec ADDRESS: DATE: � t7cooj- 201� 6 PHONE #: wo° ome: E-mail: You maXtt�tach a resurneor other summary of your t)aCKgrVut n, and experience for appointment to this Commis 1. U 0 P hich Board or Commission are interested in serving? (please check) Community Design Review Board ❑ Housing & Redevelopment Authority ❑ Community Outreach Commission ❑ Parks and Recreation Commission ❑ Environmental & Natural Resources Commission ❑ Planning Commission ❑ Historic Preservation Commission ❑ Police and Civil Services Commission 2. How long have you lived in the City of Maplewood? 5(V & �,o " �_ 0 0 y 3. Will other commitments make regular attendance at meetings difficult? Yes ❑ No X 4. Please list specific reasons why you would like to serve on this Board or Commission? 5. Do you have any specific areas of interest within the Board's or Commission's scope of responsibilities? 6. List any community organizations or activities in which you have recently or are now an active participant. see 0- +_ f-lq C � r eki-4- Please share any additional comments on why you should be selected by the City Council. S P, e c 4- f-of CA -1, THE INFORMATION CONTAINED IN THIS APPLICATION SHALL BE CLASSIFIED AS PUBLIC EXCEPT FOR HOME AND WORK TELEPHONE NUMBERS AND E-MAIL ADDRESS, Return or mail this application to. City of Maplewood, 1830 County Road B East, Maplewood, MN 56109 HAC*ntmissiMkCOMMissiOn - G"emf Informfl*nToards &CotnmissionsApphcation.doc 12.08,06 Packet Page Number 10 of 51 Agenda Item D1 Attachment May C. Lee Statement of Interest Question 4: List specific reasons why you would like to on this Board or Commission. My desire to be involved with the Maplewood Community Design Review Board (CDRB) stems from MY commitment to help others and sense of responsibility to support my community. I am interested in maintaining and improving the development of Maplewood because it affects (i) the value of our homes, community, schools and businesses, (ii) lifestyles and (iii) how others view our community. The CDRB is important to ensure that the residents and businesses in Maplewood continue to enjoy all that Maplewood has to offer. Question 5: Do you have any specific areas of interest within the Board's or Commission's scope of responsibility? In general, I am interested in what the CDRB does. Question 6: List any community organizations or activities in which you have recently or are now an active participant. Because I recently relocated back to Minnesota in August 2008 from Maryland, I am currently not involved with any community organizations or activities. Due to my legal profession, I have been involved with various legal organizations within the past few years. My enclosed resume reflects my ability to work with diverse organizations to achieve the organization's goals. Please share any additional information on why you should be selected by the City Council. If selected, I will be committed and actively work with the CDRB to maintain and improve the Maplewood community. Thank you. Packet Page Number 11 of 51 1 Agenda Item D1 Attachment MAY CHAO LEE 3060 Standridge Place Maplewood, Minnesota 55109 EDUCATION Hamline University School of Law, St. Paul, MN Juris Doctor, May 2001 Honors: CALI Excellence for the Future Award in Advance Legal Research Thomas Tang Moot Cou Elsie Leavitt Blackburst Public Service Scholarship Selected to be a legal writing tutor based on academic performance Georgetown University, School of Foreign Service, Washington, DC Bachelor of Science, May 1996 Concentration: Diplomacy and International Security LEGAL EXPERIENCE FairMarket Life Settlements Corp., St. Louis Park, MN, September 2008 - Present Associate General Counsel -Local corporate counsel for litigation matters -Legal review of closing documents -Legal review of corporate and trust seller documents -Local corporate counsel for consulting agreements and space and equipment leases -Local corporate counsel for human resource issues -Legal review of origination, escrow, policy servicing, broker/producer agreements -Local corporate counsel for licensing, anti-fraud and annual report issues MLF LexServ, L.P., Bethesda, MD, July 2007 - June 2008 Assistant General Counsel -Assisted in drafting, reviewing and revising legal agreements -Negotiated, reviewed and revised third party vendor agreements -Analyzed new business arrangements -Tracked and interpreted statutes and proposed legislations -Developed and implemented policies, procedures, process improvements and training manuals -Performed legal analyses of matters encountered in and arising from the company's operations -Provided legal advice relating to servicing functions and life settlement transactions -Oversaw the pre-trade due diligence, facilitation of life settlement transactions between Buyers and Sellers, and auction support for the LexNet life settlement exchange platform -Handled general corporate matters such as entity formation and filings and human resource legal issues -Monitored all supervised employee's performance and provide effective, constructive feedback Maple Life Financial Inc., Bethesda, AID, April 2003 - July 2007 Managing Transactional Attorney (Promoted, January 2007 - July 2007), Transactional Attorney (September 2004 - December 2006), Regulatory Compliance Analyst (April 2003 - September 2004) -Oversaw the company's life settlement closing transactions -Counseled clients on legal and compliance issues -Assisted in the review, revision and amendment of legal agreements -Assisted the General Counsel in preparing for market conduct examination -Prepared and filed applications to secure settlement provider licenses -Interpreted and analyzed proposed and pending regulatory changes and prepared for needed changes -Coordinated settlement transactions with Purchaser, Trustee, Custodian, Securities Intermediary, Escrow Agent and Verification Agent and resolved any issues associated with their communications -Interacted with life insurance companies and worked closely with internal sales force, pricing department, case managers, underwriters, IT and servicing department Packet Page Number 12 of 51 Agenda Item D1 Attachment May Chao Lee, Page 2 -Conducted internal audit, investigated issues and ensured existence of documentation of procedures and results of audits -Developed and implemented policies, procedures, process improvements and training manuals -Trained staff and clients on life settlement transaction processes -Supervised attorneys, support staff and legal interns and managed training requirements and human resources matters, including staffing, performance management, compensation and professional development Murrell & Brown, Washington, DC, August 2001 - December 2002 Law Clerk -Drafted hearing requests for administrative due process hearings, motions for emergency hearings and withdraws, affidavits, settlement agreements, court reports and prepared trial jackets - Performed legal research TCF National Bank, Minneapolis, MN, March 2000 - May 2001 Legal Intern -Performed legal research -Revised the legal processing manual for compliance with regulations -Reviewed contracts, consumer banking manuals, probate and trust documents -Tracked legislative proposals Minnesota Court of Appeals, St. Paul, MN, Summer 2000 The Honorable R.A. Jim Randall Legal Intern -Drafted bench memoranda and opinions -Reviewed record and transcripts from the district court, evaluating conflicting briefs, supplementing the legal research submitted in the briefs and editing and cite checking memoranda Hennepin County Public Defender's Office, Minneapolis, MN, Summer 1999 Law Clerk -Extensive research and writing primarily on unlawful searches and seizures, including the formulation of motions and supporting memoranda and filing of motions and writs OTHER EXPERIENCE Minnesota Advocates for Human Rights, Minneapolis, MN, December 1999 - March 2000 Volunteer -Performed research and drafted correspondence to help clients obtain asylum in the United States Office of Residential Life, Hamline University, St. Paul, MN, 1999 - 2000 Resident Assistant -Supervised law and graduate students, crises counseling, provided academic and personal support, program development and interviewed and selected new resident assistants Bahn Ruam Jai, Chiang Mai, Thailand, March 1.997 - May 1.997 Volunteer -Reviewed and edited grant proposals to help hill tribe children receive housing and educational needs Women's Education for Advancement and Empowerment, Chiang Mai, Thailand, November 1996 - May 1997 Volunteer -Developed, conducted and wrote "Needs Assessment Reports" for submission to international funding sources to help Burmese refugees receive food, clothing and household supplies Packet Page Number 13 of 51 Agenda Item D1 Attachment May Chao Lee, Page 3 Harvard Institute For International Development/WoridTench, Rajabhat Institute Chiang Mai, Chiang Mai, Thailand, October 1996 - December 1997 Teacher -Taught English to college students, developed course curriculums, recorded language tapes and interviewed candidates for faculty positions and students for study abroad BAR ADMISSION AND PROFESSIONAL AFFILIATIONS Admitted to practice in the District of Columbia and Minnesota Association of Corporate Counsel Member, 2007 - present The Asian Pacific American Bar Association Educational Fund (AEF) Director, 2007 - 2008 (Administer the 2008 Robert T. Matsui Writing Competition; Co-organize the silent and live auctions for the 2008 AEF dinner to raise funds for public interest fellowships for law students) District of Columbia Bar Corporations, Finance and Securities Law Section Vice Chair, Young Lawyers Committee, 2006 - 2007 National Asian Pacific American Bar Association Mentee, In-house mentoring program, 2006 - present Asian Pacific American Bar Association of the Greater Washington, DC Area Co-Chair, In-House Counsel Forum, 2008 Co-Chair, Practicing Attorneys Resource Program, 2006 - 2007 Chair, Practicing Attorneys Resource Program, 2005 - 2006 (Implemented an attorney mentoring program) District of Columbia Bar Membership Committee, 2004 - 2008 Membership Policies and Operations Subcommittee Financial Services Subcommittee Insurance and Legal Research Subcommittee Telecommunications, Office Administration and Other Programs Subcommittee Washington Metropolitan Chapter of Certified Fraud Examiners Secretary, 2004 - 2006 LANGUAGE Conversational Hmong Packet Page Number 14 of 51 Agenda Item D2 MEMORANDUM DATE: 30 APRIL 2009 TO; CITY COUNCIL FROM: CITY ATTORNEY AND STAFF RE: COMMISSION HANDBOOK INTRODUCTION On April b, 2009 a Council Manager Workshop was held and the concept of a Commission Handbook was presented to Council for review. Comment was taken and Council directed staff to prepare another draft Handbook, incorporating its comments. DISCUSSION In revising the Handbook, Staff has re -flowed the document and made many modifications to the descriptive sections as well as making the document more suited to Maplewood. A history of Maplewood has been added as well. Many of the concepts have been retained and specific references to Minnesota law are also included. Appendices have not been included with this working copy however. Some decisions that still need to be made are whether or not to adopt term limits and whether or not to leave "for- cause" removals. Each Commission now has authority to regulate themselves procedurally and may have specific rules adopted for their own purposes; a decision needs to be made as to how to accommodate those needs if any. RECOMMENDATION Please review the current working document and recommend any additional changes additions or deletions. Similarly, provide direction to staff on policy areas for inclusion, or not, in the final document. Staff will incorporate those items and the matter will be placed on a regular meeting schedule for formal adoption; if no major changes are noted, this matter will be placed on consent. Packet Page Number 15 of 51 Agenda Item D2 Attachment CITY OF MAPLEWOOD COMMISSION HANDBOOK Packet Page Number 16 of 51 Agenda Item D2 Attachment Tabl o f C ��� . . .. .~.�011DlOD �OO k.0D]IDl88l0D H3lldD0OK .--.—.--.—.----.....—..D 1' and Overview ' A1 Chapter 1: In .~ ..~ ...................................................... 01 --- 2: Advisory ----- -'-----'---'--'--------'--------------- Chapter 3: Comm ission ......_._....___...... ___.l 5 Chapter 4: Parliamentary Procedures ''—''''—'--'—'— -----'''l7 Chapter � 5: Legal ls8UeS-.-----.---.-.--------.. --- - 6' '---�,------v------------'-'---''-..---' . �rr----- � ---- Agendas ------------------- Sample Minutes .................................................. Rosenberg Rules of Order ............ to Mot ' ..................... --- -'---'---- -----------' ............................... .....''...............'...'...' / Packet Page Number 17 of 51 Agenda Item D2 Attachment RESOLUTION NO. 06-62, SERIES 2406 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MAPLEWOOD ADOPTING A COMMISSION HANDBOOK AND AMENDING THE COMMISSION POLICY GUIDELINES WHEREAS, the City Council utilizes commissions to serve in an advisory capacity and provide in -depth review and consideration on subject matters within their jurisdictions; and WHEREAS, city commissions are appointed by the City Council and serve as legislative bodies for the city of Maplewood, which must be governed appropriately as befitting their public nature; and WHEREAS, the City Council amended the Commission Policy Guidelines on June 29, 2004; and WHEREAS, there was a need to update and provide current information; and WHEREAS, a Commission Handbook was written policies, and state statutes for commission members. NOW THEREFORE, BE IT RESOLVED by the City Council Commission Policy Guidelines as amended and the Commission Ha PASSED AND ADOPTED by the Maplewood City Council on this vote: AYES: NOS: ABSENT: NONE on, rules, the City„ of Maplewood herby adopts the of May, 2009, by the following lsl ii Packet Page Number 18 of 51 Agenda Item D2 Attachment Introduction & Overview Boards, commissions and committees (referred to collectively as "city commissions ") have a critical role in the city of Maplewood. As a commissioner, you serve as a conduit for citizen input — a way of gathering, analyzing and recommending options to the City Council, which has the final responsibility for making policy decisions. City staff provides professional and technical expertise. Commissions provide another important avenue for determining the community's feelings about an issue. The individuals who serve on the city's commissions are among the most respected and appreciated volunteers in the community. Purpose of Maplewood Commission Handbook The city of Maplewood prepared its own commission handbook to assist commissioners by outlining accepted practices and clarifying expectations. While attempting not to be overly restrictive, procedures are established so that expectations and practices can be clearly articulated to guide commissioners in their actions. This commission handbook provides a summar However, it cannot incorporate all material business of commissions. Many other laws, commissioners to certain courses of action a imposed by State statue on groups like the Pla Commission. As a policy and practical matter, herein and the requirements understate law exis )f important aspects of commission activities. I information necessary for undertaking the lans and documents exist which bind the practices, most notably those requirements ing Commission and the Police Civil Service herever a conflict between the City's policies the State's position shall prevail. Orientation of New Members It is important that new members of commissions gain an understanding of the full range of services and programs provided by the city. For new members joining a commission, staff liaisons will provide visitations for members to tour facilities and provide background information on issues facing the commission. Here is a brief summary of how city commissions serve the democratic process in the city of Maplewood. • Hold public meetings and use other means to determine how the community feels about issues. • Recommend policies and procedures related to their respective fields to the City Council. • Serve as intermediary between the public, city staff and the City Council by providing information, explanation, and support for different points of view. • In specific instances, such as the Planning, Tree and Historic Resources Management l Packet Page Number 19 of 51 Agenda Item D2 Attachment • Commissions make non - binding recommendations on issues, applications and other policy matters as directed by the Maplewood City Council. Putting boards, commissions and committees into context The city of Maplewood is a statutory city, incorporated in 1958 under the laws of the State of Minnesota. Maplewood uses a Council- Manager form of government. The City Council serves as the legislative body, sets policies and procedures, and represents the citizens of Maplewood. The City Manager carries out the Council's direction and is the chief administrative officer for the city. City Council The Maplewood City Council, the governing body of the city, is made up of five council members who are elected in a non - partisan election and serve "at large" representing the whole city. The City Council is accountable to the citizens it serves. Council elections are held with the state primary election which is in September of even calendar „years. Council members serve four -year terms. Three council members are elected in one election and two council members in the next election. The selection of mayor is the candidate receiving the highest number of votes in the previous election. That person serves as mayor pro tern the first two years of his /her term and mayor the second two years of his/her term. The City Council formulates policy, approves taxes and assessments. The decisions of the Ci greater majority is required by law. The C regulations for governing of the city. The It compiled in the municipal code. Other City resolutions or council minutes. ms, appropriates funds, and establishes local zncil are reached by a majority vote, unless a ouncil enacts local laws (ordinances) and rdinances adopted by the City Council are icil directives and policies are recorded in The Maplewood City Council usually meets on Monday evenings at 6:30 p.m. in the Community Chambers' at City Hall. Copies of the agenda are available 72 hours before the meetings at the City Clerk's office, plus various other locations and on the City's Website, www.ci.maplewood.mn.us. City Council agendas may be entailed to individuals by subscription. City Council and commission agendas with staff reports attached can be viewed on the city web page www.ci.Maylewood.mn.us/meetings/a2enda Boards, C The City of Maplewood currently has six advisory groups categorized as boards and commissions (referred to collectively as "City Commissions "). Council has appointed numerous task forces and committees for specific issues and determined lengths of time. Each has a specific focus and serves to make recommendations to the City Council on issues related to that specific field. Members of commissions are volunteers who are appointed by the City Council and serve at the pleasure of the City Council. Commissioners must be residents of the city of Maplewood. Council may, under very special circumstances, determine that a person living outside the Maplewood city limits may be appointed to a board or commission because that 2 Packet Page Number 20 of 51 Agenda Item D2 Attachment person's expertise would enhance a particular commission. City Council may also decide to appoint ex- officio members without voting privileges. A member of the commission should be knowledgeable and experienced in the areas of interest of the board/commission on which he/she wishes to serve. Membership should be based on willingness to be objective, open - minded, desire to seek solutions and promote harmony in the community. City Council also hears applications and conducts interviews for positions on the various Commissions. Boards and Commissions and Membership Requirements This list briefly describes each city commission. Certain commissions are subject to the state conflict of interest rules and commissioners must both file ;statements of economic interest disclosing the member's economic interests and refrain from participating on matters in which the commissioner has an economic interest. Oath of Office is Required for All Commis Planning Commission The Planning Commission is the city's planning agency to hear matters relating to zoning regal permits, variances, zoning interpretations and advisory agency to hear subdivision matters. TI hear general plan amendment, annexation, pre. applications. It develops and maintains the gene the consistency of projects with the general pl Council shall determine. agency authorized by state law. It serves as the Lions such as final planned developments, use ordinance amendments. It also serves as the commission serves as the advisory agency to , -oning, rezoning, and development agreement tl plan and the City's specific plans, determines n and performs such other duties as the City The Maplewood Parks and Recreation Commission is a nine- member, volunteer advisory board consisting of Maplewood residents committed to promoting parks and recreation issues. The commission provides recommendations to the city council on all issues of park acquisition, development, open space, trails and leisure programs. The Parks and Recreation Commission works closely with city staff to address the mission of the department, which is to provide a community environment for all citizens to participate in and enjoy cultural and recreational activities on an equitable basis. Environmental and Natural Resources Commission The Environmental & Natural Resources Commission consists of seven residents who are appointed by the City Council. Members of the Environmental and Natural Resources Commission serve three -year terms. In order to protect, preserve and enhance the environment of the City of Maplewood, the Environmental and Natural Resources Commission will: (1) Establish environmental priorities for the city. 3 Packet Page Number 21 of 51 Agenda Item D2 Attachment (2) Recommend to the Community Design Review Board, Planning Commission and City Council new policies, operating procedures and ordinances that control, protect, preserve and enhance the city's environmental assets. (3) Actively participate in and support the mission and goals of the Maplewood Nature Center and Neighborhood Preserves by promoting environmental awareness through educational programs, communications and co- sponsored activities. (4) Pro - actively promote greater use and appreciations of the city's environmental assets. (5) Review the role of other city groups and how they might assist, support and advise the Environmental and Natural Resources Commission. (6) Sponsor environmental projects to enhance, repair, replace or restore neglected or deteriorating environmental assets of the city. (7) Develop educational programs and materials that ''foster the mission to the Environmental and Natural Resources Commission. (8) Develop and promote the use of "sustainable practices" for city policies and procedures. Housing and Redevelopment Authority The Maplewood Housing and Redevelopment A reviews housing matters and policies for the cit y include proposed housing related code changes the housing chapter of the Maplewood Compre development proposals. The Maplewood Cc committee to the city proposed multi -fami goal is to approve at materials and a functi The preservati heritage by preserving, cultural, architectural, or encourages broad citizen projects as the Bruentrur works closely with the uthority (HRA) is a five- member committee that . Topics the HRA reviews for the city council or ordinance amendments, possible changes to hensive Plan and senior or subsidized housing ign Review Board (CDRB) is a five- member advisory 'DRB reviews building design, site plans, and landscape for and industrial development in Maplewood. The CDRB's pments in architectural design, the use of proper landscape )mission was created to help the city of Maplewood with its als. These goals include; supporting the protection of the City's ,ting, conserving, and wisely using the significant historical, )logical objects, structures, buildings, sites in the City. The City pation in historic preservation activities and has worked on such preservation project. The Historic Preservation Commission also )od Area Historical Society. Police & Civil Service Commission The Police Civil Service Commission is a three - member group responsible for overseeing selection processes for sworn officers and acting as a hearing body for discipline and discharge issues for the Maplewood Police Department in accordance with M.S. Chapter 419. The Commissioners are normally appointed to three-year terms by the City Council a] volunteer their services as interested residents. The City has a full-time Human Resour 4 Packet Page Number 22 of 51 Agenda Item D2 Attachment Representative that serves as a staff liaison for the Commission. The Commission decides which of several types of tests to use for sworn positions, the weighting of the exam components, and Z1- the minimum qualifications. They also certify names to the City Manager from eligibility lists and review and approve background investigations for police officer candidates. The Police Civil Service Commission is not a civilian review board. They do not take complain from the public nor do they review or conduct internal investigations. They do not direct oversee police operations nor do they have input into the Police Department budget. They haN no involvement in compensation or benefits for the officers. City Committees and Task There are city committees and task forces that are created by the Council from time to time to look at a specific issue. In addition, the city participates on boards, commissions, and committees that have been established by regional agencies or organizations to discuss issues involving the county, schools, local businesses, etc. For a list of city of Maplewood committee/agency memberships, contact the City Clerk's Office. Description of City Departments and Divisions City Manager The City Manager is the chief executive officer and the head of the administrative branch of the city government. The City Manager implements policies and procedures initiated by the City Council, prepares and administers the municipal budget, advises the Council of future financial needs of the city, initiates and supervises business relationships, and directs the daily operations of city government. The. City Manager is responsible for all city personnel, except the City Attorney. The City Clerk is an appointed position responsible for the recording, writing and maintaining of the records of City Council proceedings. The City Clerk conducts municipal elections through coordination with Ramsey County Elections. Citizen Services is responsible for issuing and processing city business licenses and permits and a full motor vehicle processing division including a Federal Passport Acceptance Agency. The Citizen Services Director is responsible for the Marketing Division which serves to foster community awareness of city events and recreation programs through marketing avenues and creates a monthly city newsletter as a means of building a strong sense of community. Citizen Services Director is also responsible for operating and maintaining a variety of services and facilities related to recreation including the Maplewood Community Center, community gyms, and local beaches. The recreation division and the Community Center provide a variety of 5 Packet Page Number 23 of 51 Agenda Item D2 Attachment leisure time and activities and recreational programs year -round for all ages in the northeast metropolitan area and to Maplewood residents alike. City Attorneys The City Attorneys are appointed by the City Council. The City Attorneys advise the City Council and city officers (in their official capacity) in legal matters, attend all Council meetings as appropriate, and represent the city in legal actions and proceedings. The City Attorney and members of the City Attorney's office maintain an attorney - client relationship with the city, its officers, agents, and employees, so their official communications are protected as confidential attorney - client privilege. The City Attorney rarely attends commission meetings but may provide counsel to staff when legal issues arise on commission matters. Human Resources Division The Human Resources Division is responsible for the direction and coordination of filling vacant positions, administering employee benefits, facilitating all labor negotiations, citywide training programs, and administering city losses from liability claims. The Human Resources Division staffs the Personnel Board. Information Services Division Information Services Division provides internal computing resources, maintains the city's Web site, and coordinates with the county on the operation of the city's telephone system. Finance Department Finance Department 1 The Finance Debartm+ Finance D ie Finance the City's controller, auditor, and treasurer. Fire Department The Fire Department is prevention provides e level (deft' safety and division t7 incidents. )n); resp rescue, fire and prepare sslon. isible to ensure that the community's emergency resources and rely and efficiently delivered and managed. The fire department which include pre - hospital emergency services at the EMT -1D to structural, vehicular and vegetation fires, hazardous materials c assistance and other emergencies. The prevention services >afety inspections, plan review services; public education on fire fi investigations and a youth fire diversion program. The training ;he firefighters to respond to a wide diversity of emergency Community Development and Parks Department The Community Development and Parks Department is comprised of five divisions: Planning, Building Inspections, Health, Environmental and Natural Resources and Parks. • The Planning Division champions the values of our community by guiding development and protecting the environment through studies and zoning controls. The City of Maplewood planning division is primarily responsible for the review and management of 6 Packet Page Number 24 of 51 Agenda Item D2 Attachment new developments, subdivisions and redevelopment. The division also coordinates the preparation of a city's comprehensive plan. • The Building Inspection Division reviews plans, issues permits, and conducts inspections under the requirements and guidelines of the State Building Code. • The Environmental Health Officer is responsible for conducting inspections of the restaurants, lodging facilities and public pools located within the City of Maplewood. • The Environmental and Natural Resources Division works to protect the environmental features of Maplewood. This includes natural areas, trees, surface waters, waste, and the built environment. It also includes stormwater management related activities such as development plan review, construction site inspection, management of surface water and inspection, evaluation, and maintenance of outfalls and ponds. • The Parks Division strives to provide a community environment for all citizens to participate in and enjoy cultural and recreational activities on an equitable basis. The Community Development and Parks Department serves as primary staff to the Planning Commission, Community Design Review Board, Housing Redevelopment Authority, Historical Preservation Commission, Environmental and Natural Resources, Commission and Parks and Recreation Commission. Police Department This department is responsible for carryin property. The Police Department also acts calls for police, fire and ambulance servic issues dog licenses, dance permits, noise clearances. The Police Deuartent sbonsol Public Works Department The Public Works Department is responsible for street and utility systems; 2) implementation of and inspection of public infrastructure improv solid waste collection service agreement. Publi Commission and Safety Advisory Commission. tw enforcement and the protection of life and ublic safety dispatch center for all emergency [aplewood. In addition, the Police Department parade permits, parking permits and security public service programs. four areas; 1) operation and maintenance of the ;he capital improvement program; 3) processing rents in subdivisions; and 4) administration of Works Department staffs the Natural Resources Redevelopment Agency The Maplewood City Council created the Redevelopment Agency in 1987 in order to help revitalize certain areas of the city. The agency is an independent public entity, separate from the city. The City Council serves as the Redevelopment Agency Board. The Mayor is the Chair, the Mayor Pro Tern is the Vice- Chair, the City Manager is the Executive Director, the City Clerk is the Secretary, and the Finance Director is the Treasurer of the Agency. The Redevelopment Agency usually meets at the same time as the City Council meets. History of the City of Maplewood The history of Maplewood goes back about 150 years. Before settlers arrived, the land in Maplewood was inhabited by the Dakota Indians. The landscape was a mix of scrub oak and 7 Packet Page Number 25 of 51 Agenda Item D2 Attachment prairie, with many marshes and lakes. In 1850, a group of families ventured out from St. Paul along an old Indian trail which is now Hazelwood Street. They were the Bells, Caseys, Conlins, and Vincents. At today's County Road C they turned to the east and began to build their log cabins. The sound of their axes alerted the nearby Dakota who quickly surrounded the homesteaders. The Dakota asked them to leave and the newcomers quickly retraced their steps. The settlers made repeated attempts to claim the land they had bought for 2 dollars an acre. But again and again they were driven back. Finally, in 1853, they found that the Ojibway had pushed the Dakota out of the area. The Ojibway just wanted to hunt on the land and they didn't mind the clearing of trees. At about this same time southern Maplewood was being settled as well. In 1852, Thomas Carver began farming to the west of Carver Lake'. This area, the south leg of Maplewood, later became McLean township. Northern Maplewood was included in the township of New Canada in when it was formed in 1858. The first organized transportation in this area was a Edgerton Street. This line began in 1856, and it co Duluth. This stagecoach line remained in service un 1870. This was the Lake Superior and Mississippi Ra 1880's the line was owned by the St. Paul and Duluth in Maplewood's development. In 1886 intersected with the St. Paul and Duluth gecoach line that was along present day 10 dollars for the trip from St. Paul to isconsm these two railroads that was predicted to "rival St. a town and decided to name the place " Gladston( statesman of the time. Dawson planned to relocate entice the St. Paul and Duluth Railroad to put its sl first railroad was built to Duluth in nd followed the Vento Trail. By the €d. This owner would play a big part �'entral_ Railroad built a line that ite was planned at the junction of Paul." William and Mary Dawson platted out after William Gladstone, a popular British his plow work business there and was able to ops in Gladstone. For a time, the little village prospered. In the 1890's the town employed 1,000 workers. It had a post office, a hotel, at least two saloons. a brothel and a nonulation of about 150. Gladstone'`' suffered a series of misfortunes that was its demise. First, a fire destroyed the Plow Works. Then the founder of the town, William Dawson filed for bankruptcy. The last straw was when the railroad shut down the shops sometime around 1917. Gladstone became a ghost town with many people leaving or burning their houses for insurance. Trains still remained an everyday sight in Gladstone for many years after. The depot stayed in service through 1950's but the railroad changed the name to Gloster in 1910 to avoid confusion with Gladstone Michigan. The people who stayed behind were the farmers. Truck farming was the main business in the areas adjacent to St. Paul through much of the first half of this century. The farmers were the local government for many years. In 1878, a town hall was built for New Canada along the north shore of Lake Phalen and was moved to Gladstone in 1900. Annual meetings were a big event and the little building was packed with people. By the early 1950's the old building was run down. The town decided to have its meetings in a room in the back of the Gladstone Fire Building. 8 Packet Page Number 26 of 51 Agenda Item D2 Attachment After World War 11, the housing boom began in New Canada Township. Veterans could receive discounts on new homes and developments began around Wakefield Lake. Residents wanted improved services like sewer, water, and better roads. These items were the subject of debate at the township meetings. In 1953, Little Canada broke away from the township and became a city. Many new people were hired to replace the empty spots on the town board. These were the people who set the wheels in motion for the City of Maplewood. Not only was the population of New Canada increasing, industry also had interest in the area. 3M was looking for expansion and bought a large chunk of land in the southern leg. This land was outside of the city limits of St. Paul. Rumors began that St. Paul wanted to annex the area where 3M was going to be. An offer was made to the New Canada Township to swap a connection to St. Paul's sewer and water to add the 3M land to the city limits. The township didn't like this idea and decided that the best action was to form a city on its own. On February 26, 1957 the vote was 5 to 1 in favor of becoming a village. Waldo Luebben was the first mayor and many of the former New Canada Township board members became village officials. Ed O'Mara was one of the persons who suggested the name "Maplewood" Warren Berger went out to his backyard and traced a maple leaf and that became the village logo. Maplewood had a population of 14,200 people when it incorporated. For a few years, life in Maplewood was much like that of the former township. The village operated out of the same building attached to the Gladstone Fire Building. The township constables slowly evolved into the Maplewood Police Department. Len Pepin became a constable in 1954, was later Maplewood's first chief of police. Fire protection for the Village of Maplewood was by the Gladstone, Parkside, and East County Line Fire Departments. These organizations merged into the Maplewood Fire Department in 1997. In the late 50's and early 60's the city continued to use buildings in the old Gladstone site. The Police Department had a converted' house and the engineering department was in an old barber shop and grocery store. According to legend, work on the new village hall was so slow, Building Inspector Oscar Londin grabbed a shovel and said "I'll do it myself!" The two story city hall was built on Frost Avenue in 1965, It only took 20 years to outgrow the new city hall and a new one was built in the woods cuff County Road B and White Bear Avenue. The Village of Maplewood was changed to the City of Maplewood by the 1970's and adopted the council manager form of government. The Maplewood Mall opened in the early 1970's and became the major center of retail business in Maplewood. In the late 60's and 1970's there was a Maplewood Fall Festival with parades and a Miss Maplewood pageant. The main event of the city became the 4th of July celebration held at Wakefield Park in the 1970's and 80's and at Hazelwood in the 1990's. The highlight of each event is the fireworks display. By 1990, 30,954 people lived in Maplewood. The city was rapidly being developed, especially the southern leg. 9 Packet Page Number 27 of 51 Agenda Item D2 Attachment Open space became a concern. The home of the 3M Post -It Note became one of the first cities in Minnesota to buy land and set it aside to remain undeveloped. 10 Packet Page Number 28 of 51 Agenda Item D2 Attachment The Advisory Role Local governments create advisory groups for many different reasons. They are established to: I_ Fulfill local or state statutes 2. Implement a federal or state grant condition 3. Obtain advice on a specific subject 4. Build a community consensus for a project or pro 5. Investigate an activity, problem or event 6. Guide or regulate programs. Standing Committees, Commissions, Ad hoc committees specific purpose and dissolve after completing their missio duties and responsibilities. Many are totally advisory 1 empowered to decide specific issues. Others, such as the Ply part of the government structure. If an organization is to clarity, understanding, and acceptance of the roles assigned and staff Role of the Chai Commissions generall appointment is usual commission. The wil should be taken into extra task forces are formed for a Ldvisory boards differ in their elected body. Others are Commission, are an integral a effectively, there must be elected body, commissions, ;on and Vice Chairperson nt the chair and vice chair at set times of the year. Although the a year, the chair and vice chair serve at the pleasure of the s and ability of an individual to serve as the chair or vice -chair eration. Commissions should try to give all commissioners an The responsibilities of service as chair and vice chair does take sibilities of the Cha • Preside at all of • Consult with th e • Attend City C committee with • Sign correspond ficial meetings of the board, commission, or committee. staff liaison in drafting the meeting agenda. ouncil meetings as needed to represent the commission, board or the approval of the commission, board or committee. ence from the commission with the approval of the City Council. The effective chairperson also, during meetings: • Solicits opinions and positions from reticent commission members. • Protects new thoughts from being rejected prior to fair evaluation. • Discourages blame- orientated statements. • Keeps the discussion focused on the issue. ll Packet Page Number 29 of 51 Agenda Item D2 Attachment • Build trust by even handedness and fairness to all the participants. Responsibilities of the Vice Chair: • Substitute for the Chair as needed. Responsibilities of Individual Members Each member of the city of Maplewood board, commission, or committee agrees to the following responsibilities during his or her term of office: • Attend every meeting (if unable contact staff liaison rei • Demonstrate respect, kindness, consideration, and coui • Prepare in advance of meetings (e.g. read agenda meeting) and be familiar with issues on the agenda. • Be respectful of other people's time. Stay focus meetings. • Serve as a model of leadership and inspire publ government. • Act and speak with honesty and integrity. • Do not speak for the commission unless authorized by • Do not speak for the city unless authorized to do so by • Encourage inclusiveness and free-flow of opinions and Staff Liaison sting an excused). to others. ,ket carefully prior to the and act efficiently during confidence in Maplewood fiction of the commission )n of the City Council. itions. The City Manager or his/her designee serves as the staff liaison to city boards, commissions, and committees. The staff liaison attends all meetings of the commission, prepares the agenda, acts as technical advisor, and finalizes the minutes for approval by the group at its next meeting. Requests for information or support should be directed to the staff liaison, not directed to other city staff. Commissions do not have any supervisory authority over city employees. The responsi serving as liaisons include: • Provide background and context on a subject. • Alert the commissions of possible detrimental actions. • Offer professional expertise and recommendations about an issue. • Keep the board, commission, or committee focused on priorities. • Interpret codes, ordinances, city policies and other regulations. • Ensure that motions and minutes reflect the intent of the commission. • Educate new members about their role and responsibilities. • Coach individual commission members to participate and develop their skills. 12 Packet Page Number 30 of 51 Agenda Item D2 Attachment • Staff will make every effort to respond in a timely and professional manner to requests made by individual commissioners for information and assistance. Request that require significant staff time should be approved by the City Council. • Staff response to individual commissioner will be distributed to all commission members if the liaison believes the material may be of interest. • Staff is assigned to the commission but reports to the City Manager. Post the agendas and minutes to city bulletin board (agenda only) and website in a timely manner. Relationship with City Council Members of city commissions are sometimes referred to as the `eyes and ears" of the City Council. They serve an important role in extending the reach of the democratic process into the community. Even though the Council relies on the work of city commissions, there should be no confusion about the separate roles of each. In this symbiotic relationship, however, commission( appointed to relieve the elected officials of making poll avoid trying to predict actions or votes of elected offici interpreting elected official philosophy. to remember they were not isions. Commissioners should s does not preclude them from Commission members should also recogri broader and in some cases the coma Commissioners should not intervret this as a Members of commissions shoul ad's area of concern is much ition will not be followed. inevitable part of the process. • Make their decisions based on their judgment and not predict by word or action what City Council will decide. • Think of themselves as advisors rather than decision - makers (with the exception of some actions taken by the Planning Commission and Police Civil Service Commission). • Remember that the City Council has a broader area of concern and does not always follow .commission recommendations. Council Relationship with Advisory Bodies The City Council has determined that Council members should not lobby commissioners for particular votes. However, Council members may request that commissioners consider certain issues during their deliberations. Each member of the Council is assigned to serve in a liaison capacity with one or more city commissions. The purpose of the liaison assignment is to facilitate communications between the 13 Packet Page Number 31 of 51 Agenda Item D2 Attachment City Council and the advisory body. The liaison also helps to increase the Council's familiarity with the membership, programs, and issues of the advisory body. In fulfilling their liaison assignment, Council Members may elect to attend commission meetings periodically to observe the activities of the advisory body or simply maintain communications with the commission chair or staff liaison on a regular basis. Council members are not participating members of the commission, but are there to create a linkage between the City Council and commission. In interacting with commissions, Council members are to reflect the views of the Council as a body. Term of Office Term of office on most commissions is 2 or 3 years, although all commissioners serve at the pleasure of the City Council. The terms of commissioners are staggered to provide continuity to the commissions. A term of office officially begins when the new member takes the oath of office, administered by the Mayor, Manager, City Clerk, or staff liaison. Reappointment Policy The City Council has adopted a general commission of eight (8) successive years or having served eight successive years may be Exceptional circumstances may include, but the need to preserve continuity on the boa applicants. Time served on any board or c o unexpired term or time served as an alternate eight year limitation. term limitation for members on any board or two full terms. Any board.. or commission member re- appointed based on exceptional circumstances. not be limited to, the incumbent's special expertise, rd and commission, or a lack of other qualified mission pursuant to any appointment to fill an member is not to be included in the two terms or Signing Commission Documents/Communications Commissions may be called upon to write letters to citizens, businesses or other public agencies. Correspondences from the commission .must be co- signed by the chair and the mayor. Commissioners from time to time may correspond with citizens in response to inquiries or provide requested information. In these circumstances, members should clearly indicate within the letter that they are not speaking for the commission, but for themselves as a member of the commission. When a commissioner speaks before a public body, the commissioner needs to inform the agency they are speaking for the commission and has been authorized to speak for the commission. If a commissioner is not speaking in an official capacity they must explain they are speaking for themselves. 14 Packet Page Number 32 of 51 Agenda Item D2 Attachment Standing Commission Meetings Agenda An agenda for each meeting of a city commission is prepared by the staff liaison in consultation with the chair. The agenda outlines the topics or items of business that will be introduced, discussed, and acted upon at each meeting. Agendas must be available at the City Clerk's office at least 72 hours prior to the meeting in order to comply with the Open Meeting Law (see legal section for more detail) Minutes Minutes of each meeting of a city commission conjunction with the secretary of the commission the group's actions, testimony and opinions and t] and background for Council decisions. There are three types of minutes — Action Minutes: Reflect t] Summary Minutes: reflects the above action plus a brief Detailed Minutes: Reflects actions plus a record of the Maplewood requires that all commissions, prepare "summary when "action minutes" are anDronriate. Correction to Minutes It is important for members of if needed so that the approved minutes should be made at tl Corrections require a motion, minutes of the current 'meetin€ should be reflected in the mini version of the minutes, with the corm by the staff liaison and the City Clerk. recorded by the staff liaison in s serve as a permanent record of rded to the City Council as input .e motion, the maker and second; ; ummary of the discussion; and entire discussion. The city of ninutes" however there are times missions to closely review minutes and make corrections accurately reflect the work of the group. Corrections to ig when the minutes are brought forward for adoption. and a majority vote, and, if approved, are noted in the ianges to the draft minutes approved by the commission he meeting at which the corrections are made. The final tions, made by the commissions should then be retained Special Meetings Special meetings may be called by the chair or a quorum of the commission and coordinated through the liaison. Written notice must be giving to the commissioners and to the media 72 hours prior to a special meeting (Minn. Stat. § 13D. 04 Subd. 2). Special meetings are discouraged by the City Council. Placing Items on the Agenda A commissioner may request an item be considered on a future agenda and, upon consensus of a majority of the commission, staff will prepare a staff report if formal commission action is necessary. 15 Packet Page Number 33 of 51 Agenda Item D2 Attachment A member of the public may request an item be placed on a future agenda during public comment or through other communications with commission members, and upon consensus of a majority of the commission, a staff report will be prepared and approved by the City Manager, or his/her designee. Televised Meetings As part of its franchise agreement with the City of Maplewood, Comcast provides the city with a channel on the local cable television system as a means for providing municipal information to the citizens of Maplewood. By direction of the city Council, meetings of the City Council and the Planning Commission and other standing Commissions are televised on a regular basis. Joint Meetings with the City Council Occasionally commissions schedule a joint meeting with the as part of a regularly scheduled City Council meeting and ar( Subcommittees Commissions may, from time to time, form subcommittees the work of the group more efficient. Subcommittees are studied in detail or when outside expertise is needed. 7 subcommittees must always come back to the full commissi( The subcommittee may not be composed of a quorum of the or committee. Subcommittee meetings for continuing or considered public meetings for purposes of the Minnesota Q Subcommittee Guidelines: 1. Clearly define the purpose. 2. Set deadlines for reports ar 3. Limit the number of memb 4. Involve all sides of the isst 5. Anoint a chairperson. 6. Require meeting 7. Enforce sunset b sh sunset provisions. and periodic reports. These meetings occur as on specific issues and make it when an issue needs to be ark and recommendations of approval in a public meeting. )rs of that board, commission, ding" subcommittees are not eeting Law. 16 Packet Page Number 34 of 51 Agenda Item D2 Attachment Parliamentary Procedure City Commissions follow a modified version of Rosenberg's Rules of Order, Simple Parliamentary Procedures for the 21 st Century as adopted by City Council. The adoption of rules was undertaken to simplify procedures. A scaled -down and modified version is appropriate for commissions. A copy of these Procedures — appear in the appendix of this handbook. The use of parliamentary procedure: • Promote cooperation and harmony so that people can accomplish their goals. • Guarantees each individual an equal right to propose and vote. • Protects the rights of minority points of view a consideration and respect as those in the majority. • Encourages the full and free discussion of every motic • Ensures that the meeting is fair and conducted in good • Majority rules (democratic method of moving items fo Quorum A quorum is the mini business. A quorum is number needed for a c seven - member commit quorum is Voting Procedure When present, all commissioners arc a vote constitutes an affirmative vote more effectively to speak, s the questions the same ented. of members that must be present for a group to conduct a majority of the authorized seats on the commission. The c)t change because of vacancies on the commission. For a in of four must be present. For a five - member board, a to vote. Failure of a seated commissioner to orally express A conflict of interest (economic, personal or otherwise) shall be declared whenever appropriate and in compliance with state law. The affected commissioner will step down, leave the room and not participate in the discussion or vote on the item. Commissioners may declare a consensus on an action if there is agreement and no negative votes or objections. Upon request of any commissioner, a roll call vote will be taken and recorded. Tie vote: A tie vote is equivalent to a vote that has failed. The chair may publicly explain the effect of the tie vote for the public. 17 Packet Page Number 35 of 51 Agenda Item D2 Attachment Motions A motion is the way that a group under parliamentary procedure conducts business. There are a number of types of motion, each of which must meet certain requirements before a vote can be taken. A reference guide to motions is provided in chart form in the appendix of this handbook Steps in making, discussing and voting on a motion: 1. The maker of the motion asks for recognition by the Chairperson. 2. After the individual is recognized, he /she will state "I move ..." 3. The Chair will ask if there is a second. Another member of the motion in order for discussion to start on the motion. 4. The Chair then restates the motion "It has been moved and ''seco. the floor to discussion. 5. The Chair will recognize members who wish to comment on must second the that ..." and opens motion. Only one motion may be discussed at a time. It is important that all members of t on what the motion is and what its effect will be. Spirited discussion questions and explore different interpretations and /or impacts of the moti 6. At the end of the discussion period the Chair will "call for the questioi many members vote "Aye" and how many vote "Noy' or "Abstain ". Frequently -Asked proced ions group are clear elns to answer and ask how What is the procedure for obtaining an excused absence from a meeting? A member of a City commission who must miss a meeting should notify the staff liaison in advance in order to obtain an excused absence. Three consecutive unexcused absences can result in removal from office. (new to Maplewood) Is a majority vote needed in order for a city commission to take action? Yes. All members present are expected to vote on every question presented unless they have a conflict of interest. (See legal issues for more information on conflict of interest) If my term of office expires with one commission (two consecutive terms), must I wait one year before I can serve on the same board, commission, or committee? Yes. If I am serving a term of office with one commission and there is an opening on another commission, may I apply to serve on the other one? Yes, but if you are appointed you would have to relinquish your position on the first commission. There does not have to be a break in service to be eligible to move from one commission to another. However, Council may determine that a commissioner may serve on two commissions. Some commissions have liaison representatives from other commissions when there is overlapping responsibilities. What is the procedure for resigning from a City Commission? 18 Packet Page Number 36 of 51 Agenda Item D2 Attachment An individual, who must resign, due to personal or professional circumstances, should send a letter to the City Council stating the effective date of the resignation. The resigning individual should, as a matter of courtesy, notify the chair and the staff liaison. Under what circumstances can a member of a city commission be removed from office by the City Council? Members of board, commissions, and committees serve at the pleasure of the City Council and can be removed from office at any time, without cause, by majority vote of the Council. The Council can also vote to remove someone who has missed three consecutive meetings when those absences have not been approved. .Some examples for removal are as follows: • Writing letters representing the commission, purporting to come ftam the Commission or the City, without commission and City Council approval. • Talking about commission business, on beha4f of the commission, without authori. ation from the body. • Behavior unbecoming of a commissioners such as illegal behavior. • Inappropriate or rude behavior to a city staff member or another commissioner. • Unethical behavior. • Inappropriate use of resources or funds without staff approval. • When interaction between commissioners is detrimental to the functionality of the commission or making it impossible to carry out the duties of the commission. Legal Issues There are many local, state, and federal laws protecting the democratic process practiced at the municipal level. City commissions trust abide by the same regulations as the City Council. There are several legal issues of which 'members of city commissions should be mindful in fulfilling their roles and responsibilities in municipal government. These are designed to protect fair access of the citizens to their government and due process through the hearing process. Inesota Open Meeting Law guarantees open meetings Text of the Open Meeting Law is enclosed in the appendix) Whenever a quorum (majority) of the City Council or a commission is discussing city business, it is a meeting as defined by the Open Meeting Law, Minnesota Statute 13D. All meetings must be open to the public, noticed and agendised. The public must receive notice of subjects being discussed at the meeting and be given an opportunity to comment. In regards to the Open Meeting Law, all councils, boards and commissions are "legislative bodies." The Open Meeting Law applies to all standing commissions established by the City Council. Closed Sessions Not allowed except as authorized by Open Meeting Law. In general, only the City Council hold closed sessions. 19 Packet Page Number 37 of 51 Agenda Item D2 Attachment "Serial" meetings are prohibited A "serial" meeting is defined as a situation when members of a city commission individually meet, telephone, email, fax or otherwise communicate among each other or through a common person about a topic that will eventually involve the commitment or action of a quorum. Sometimes referred to as "Daisy Chains" and "Hub and Spokes" and electronic mail. The problem with serial meetings is that they develop a consensus of the members outside of a public meeting and deprive the public of the right to hear the deliberations and to participate in the decision making at a meaningful time. Members should be cautious about discussing commission business outside of a formal meeting with other commissioners to avoid engaging in a serial meeting. Posting of agendas Only items on a regular meeting agenda posted 72 hours prior (not required now) to a meeting can be acted upon. The public must have the opportunity to speak on issues before a government body can take action. That is why commissions must be careful in discussion only the topics listed on the publicized agenda. Economic Conflict of Interest Quite simply, if you have a direct financial interest in the matter under consideration, you have a conflict of interest. If a project under consideration has you, your family or your company profiting from its approval, it should be a simple conclusion that there is a conflict of interest in supporting or voting for the project (affirmatively). In such cases, commission members should not participate in the discussion or vote on such matters, announcing the silence and abstention and waiting for the matter to conclude. What to do if you're in doubt Whenever a member of a city board, commission, or committee believes that there may be an economic conflict of interest, they should seek an opinion from the City Attorney. At any time, it is safest to err on the conservative side and to publicly identify the conflict, and follow the rules in the next section on disqualification. Disqualification because of the Conflict of Interest If a member has a conflict ofinterest, the member must disqualify themself from participating in the matter. This 'includes all discussion on the matter as well as the actual vote. A copy of the LMC's white paper on Official Conflict of Interest is in the appendix for your consultation as well. Other Legal Issues • Boards, commissions, and committees may not be used for political activities. City commissions may not endorse ballot measures or candidates for public office. However, members of boards, commissions, and committees may use their official title in political activities to identify themselves. Members should be careful to be clear that any statement about a political position represents only their personal view of the issue or candidate and in no way implies the endorsement of the full group. 20 Packet Page Number 38 of 51 Agenda Item D2 Attachment • Individual members cannot unilaterally represent a board, commission, or committee. An individual member of a commission cannot take any action or make a statement that purports to represent the entire group unless that member has been given authority to do so by a majority vote of the commission. Correspondence by members of commissions (including letters, emails, and other written communications) should not appear to represent the viewpoint of the full group unless the correspondence is for official business of the commission and has been approved by the group and the City Council. Commissions are not permitted to send correspondence • Unilateral contacts are discouraged. If a member of a commission meets privately with issue coming before the commission, the member decisions or commitments. Equal opportunities and parties in matters under consideration. Commissione commission meeting when the item is discussed. individual or entity that has an d do so without making voting process must be extended to all Tall disclose such contacts at the Frequently -Asked Legal May a member of a city commission chaos Members of city commissions are expected There are two primary exceptions — if the ru of interest or the member is disqualified bec part of a proceeding or personal animosity before the group. When a member has a fina nature of the conflict and follow the 'appropr of Interest disqualification section of this ha ensure the fair. impartial deliberation broces, vote? iciate in all decisions of their commission. s disqualified because of a financial conflict a fairness issue such as absence from all or .n the member and an individual appearing inflict of interest, he or she must disclose the - edures as outlined in the Economic Conflict . In all cases, abstentions should be made to board, commission, or committee. If a member of a city commission misses all or part of a meeting in which information is presented, can that member vote on that issue? Absence 'does not automatically disqualify the member from participating in a vote on an issue. If the member misses all or part of the proceeding in which information about the issue was presented, the member can become familiar with the record of the meeting such as through minutes, studying staff report or recorded version of the meeting. Who decides if a member can vote? In order to vote on an issue considered in a previous meeting, a member should state for the record that he /she had reviewed either a tape, the minutes, or staff report and considered all portions of the issue. The member determines if he or she can vote. 21 Packet Page Number 39 of 51 Agenda Item D2 Attachment Helpful Advice The following information was compiled from individuals who have board, commission or committee. Criteria for Effectiveness • Understand the purpose of your commission. Be clear on your role and responsibility and committee fits into the governance of the city • Prepare for each meeting in advance. Read through the agenda and know what will staff reports or other background materials or • Bring an open mind to each meeting. You are representing the entire comet commission or committee, so it is impor new ideas, information and point of vied • Treat everyone with respect and dignity. You are an important part in the demo treatment to all. Your behavior and att highest standards of the community. D dianified'under stress. or been liaisons on a commission or ad at each meeting. Read through as appropriate. your role as a member of a city board, ut aside personal opinions and be open to ;ess, which guarantees access and fair in the spotlight and should reflect the patience, show empathy, and remain Special tips for new members of City commission • Attend meetings of the board, commission or committee before applying for the position. As soon as you are appointed, regularly attend meeting even before taking office to become familiar with current issues under discussion. • Read through minutes of previous meetings. • Ask the staff liaison if there are background materials that would be helpful for you to read and study. • Become familiar with the basic rules of parliamentary procedure. • Attend one or two City Council meetings to better understand how the role of the individual board, commission or committee fits into the overall governance of the city. 22 Packet Page Number 40 of 51 Agenda Item D2 Attachment • Please be aware that as soon as you are appointed, you are subject to the Brown Act open meeting law. Phrasing and Dividing Motions • Phrasing a motion can be difficult and corrections may be necessary before it is acted upon. Commissioners may wish to write out motions beforehand or ask staff to prepare a draft for difficult issues. This allows meetings to be rescheduled if it is clear there will not be a quorum. • Treat all staff as professionals. Acknowledge the abilities, skills, experience an dignity of every employee of the city of Maplewood. They are choosing to make their living serving your community and should be respected for that choice. Recognize that staff liaisons value their family and personal time. Accordingly, contacting staff during non - working hours is generally discouraged. • Communicate clearly, honestly and • Build a relationship based on mutual trust and • Don't criticize or embarrass city staff in a public setting If you have a concern about staff performance, it should be brought privately to the City Manager. • Don't ask city staff to perform tasks or share information outside the role as liaison. Dealing with the Media • Most members of city commissions have limited contact with the news media. However, there may be situations in which a member of the media may contact you for comment on an Issue. • You do not have to answer media questions just because they are asked. "No comment" is legal and at times preferable. Refer the media to the city staff or Council member. • Be clear you are speaking as an individual, not on behalf of the commission, the City Council or the city in general. If it is a subject that is going to come before your commission it is probably inappropriate to be talking about it to the media. • It's safest to never "s4o off the record." Most news professionals will honor an agreement to not quote you, but there is potential for embarrassment. Words that are not said cannot be quoted. • Choose words carefully and cautiously. Comments taken out of context can cause problems. Be cautious about humor, sardonic asides, criticism, sarcasm or word play. 23 Packet Page Number 41 of 51 Agenda Item D2 Attachment Summary of the Open Meeting Law Intent of the Law Public boards, commissions and councils shall take their actions openly and deliberations shall be conducted openly. To that end, the Law mandates: • Open meetings • Agendas that describe the business to be conducted at the meet • Notice for meetings • Meaningful opportunity for the public to comment • Few exceptions for meeting in closed sessions and reports of sessions What public bodies are covered "Legislative bodies" are subject to the Open Meeting • City Councils • City Boards and Commissions • Public Agency Boards, Commissions, Includes any body of the local agency, pen or formal action that contains a quorum of bind the City. Includes am discussed in closed Joint Powers Agencies or temporary, created by ordinance, resolution Member that can transact public business and to being sworn into office) A meeting is: Any congregation of a majority` of the members of a Legislative body A. To hear, discuss or deliberate on any item within the subject matter jurisdiction of the body or the Local agency • Includes study sessions • Does not require that action be taken B. Any use of communication, personal intermediaries or technological devices through which a majority of the members develop a concurrence as to action to be taken on an item, including, but not limited to: 24 Packet Page Number 42 of 51 Agenda Item D2 Attachment • Serial Meetings • "Daisy Chains" • "Huh and !�»nkec" • Electronic Mail A meeting is not: Community meetings, conferences and social gatherings • Conferences open to the public that involve a discussion of issues of general interest • Open and publicized meetings organized to address a topic of local concern by a person or organization other than the public agency • Purely social or ceremonial occasions Attendance by majority at other open, noticed meetings o£ • Another body of your agency • Legislative body of another local agency • Standing committee of your body, if attend only as ohs So long as no business is discussed among the Types of meetings and gen Regular meeting • The time and place (applies also to ad • Any item of businc agenda or properly • Standing or Advisc requirements meetings are established by the body by formal action nittee and standing committees) discussed at a regular meeting so long as the item is on the le agenda ,tee meetings established by formal action. Burned from time to time LM Special meetings • May only discuss the items listed on the agenda • May not add items • Requires special notice (72 hours) All meetings must be held within the jurisdiction Exceptions: • To inspect real property • To participate in interagency meetings • To comply with court order • No meeting facility in the jurisdiction • Meetings in and relating to an agency facility outside of jurisdiction 25 Packet Page Number 43 of 51 Agenda Item D2 Attachment • To meet with the agency's attorney in closed session on pending litigation All meetings must be held in locations that are accessible to disabled persons No meeting may be held in a facility that discriminates on the bases of race, religion, color, national origin, sex, etc. No meeting may be held in a location where members of the public cannot be present without making a payment or purchase Preparing an agenda • The agenda must include a brief description of every iter • Brief general description generally need not exceed 20 guideline] • May want to list each specific item within an agenda iter • "council initiated business" • "commission communications" • "public correspondence" • Closed sessions MUST be listed on the agenda • Law lists the information required for agendizing closed • If body uses the Law's closed session "safe harbors" ca Open Meeting Law agenda requirements • Each agenda must include a time for public comment :'' 1 to be discussed words [20 word description is a found in violation of the ■ Agenda must be structured so that public comment is permitted before or during the body's consideration of an agendized item • Special meetings mint also include public comment but only on the particular items on the special meetin4 agenda Noti Regular Meetings Agendas for regular meetings must: • Available for viewing in the City offices • specify the time and place of the meeting • be mailed to any person requesting notice annually in writing, including all staff reports (may impose a fee) • be made available in alternative formats to persons with disabilities Special Meetings Notice: • must be posted 72 hours prior to the meeting • must be given to every member of the legislative body personally or by any other means received at least 72 hours prior to the meeting 26 Packet Page Number 44 of 51 Agenda Item D2 Attachment • can be waived by members of the body in writing at or prior to the meeting [notice is waived by any member who is present] • must be given to each newspaper, television and radio station requesting notice in Writing Conducting the meeting • Must permit audio and video tape recordings of meetings by public and by the media unless recording cannot be done or continued without noise, illumination or obstruction of views that constitute a disruption of the meeting • Then should permit taping that can be accomplished • No secret ballots • No mandatory sign —in • May use teleconferencing for receipt of public Public Comment • Public comment is appropriate on any matter body • Cannot prohibit public criticism of the polici agency or of the acts or omissions of the legis may adopt rea Limiting the issues and fi • Special meet on the sneci or testimony matter jurisdiction of the procedures, programs or services of the f e body or during the body's consideration of an regulations including: mount of time allocated for public comment on particular individual speaker I also include public comment but only on the particular items g agenda • No discussion or action on any item not on the agenda Except: • May respond briefly to statements made or questions posed by members of the public under public comment • May ask questions for clarification, provide a reference to staff, ask staff to report back or schedule an item for a later meeting • May make brief report on his or her activities 27 Packet Page Number 45 of 51 Agenda Item D2 Attachment Adding items to the agenda Only applies to regular meetings — cannot add items to a special meeting STANDARD for adding items (not current law) Requires a two - thirds vote of board members present (or if less than two - thirds of body present, a unanimous vote of those present) Making two findings: 1. There is a need to take immediate action AND 2. The need to take action came to the attention of the local agency after the posting of the agenda. May also add item if true emergency or if matter was posted for a prior meeting occurring not more than five days prior and the item was continued to the meeting Writings All materials distributed to the legislative body, except, privileged items, are public records • All materials, except privileged items, distributed to the legislative body by any person are public records • Must be available for inspection and copying "without delay • If writings are distributed by the local agency during a meeting, copies must be available for public inspection immediately • Must be available after the meeting if prepared by some other person • However, cannot delay 'release of a public record solely because it has not yet been distributed to the legislative body Closed Sessions Not allowed except as authorized by Open Meeting Law Permissible Subjects: • Real Estate Negotiations • Labor Negotiations 28 Packet Page Number 46 of 51 Agenda Item D2 Attachment • Appointment, Employment, Evaluation of Performance, Discipline, or Dismissal of a Public Employee • Attorney - Client Privileged Discussions 29 Packet Page Number 47 of 51 Agenda Item D2 Attachment Commission Policy Guidelines Recruitment Policy City of Maplewood will advertise in the local newspaper, cable and city web page. Applications will be kept on file for a period of two years. Applicants will be contacted to ensure their continued interest before submittal to the City Council for appointments. Application deadlines are established to allow City Council time to review the applications. Applications will be accepted up to 5 p.m. one week prior to appointment by City Council. Appointments All commissions /boards /task forces and committees are appointed by City Council. Role of Commissions The primary role of city of Maplewood commissions is to review and make recommendations to the City Council on matters within the commission's scope of responsibility as set forth in the enabling resolution/ordinance, and to promote increased public awareness, public input and citizen participation into the determination of city policies. The specific role of a city of Maplewood commission is that of citizen's advisory "arm" of the City Council, focusing attention on specific planning and program activities of the city. On specific matters referred to them by the City Council, commissions serve as the reviewing body of the city. All recommendations, however, are subject to approval and revision of the City Council. Appointment of Chair and Vice Chair Commissions/boards will appoint chair and vice chair at the first regular meeting in December to take over the first meeting in Tanuarv. Responsibilities of Commission Members To be selected as a city of Maplewood commission member is an honor and provides an unusual opportunity for genuine public service. Although the specific duties of each commission vary widely with the purpose of which it was formed, there are certain responsibilities that are common to all commission members. The following is a summary of those responsibilities: (1) Abide by the Minnesota Open Meeting Law on open meetings. All members have received the full text of the Open Meeting Law. Once a commission member has been appointed to a commission, they must comply with the requirements of the Open Meeting Law. (2) Understand the role and scope of responsibility of the commission on which you serve. Be informed of the individual scope of responsibility and operation procedures. (3) Represent fairly and fully the majority views of your individual commission. Expression of individual opinions to the public and press after a commission decision has been made should be identified as such. 30 Packet Page Number 48 of 51 Agenda Item D2 Attachment (4) Members should represent the public interest, not that of special interest groups. (5) Good communications — members are in a unique position of serving as a liaison between the city and its citizens and can help to reconcile contradictory viewpoints and in building a consensus around common goals and objectives. (6) Carefully review your commission meeting agenda prior to each meeting in order to be fully prepared to discuss, evaluate and act on all matters scheduled for consideration. Conclusions based on thorough investigation will strengthen the value of the commission's recommendation. (7) Supportive relationships with the City Council and city staff are basic for successful operation of any commission. In contacting city personnel on items of consideration, the proper channel is through the designated staff liaison providing support for your commission. (8) Establish a good working relationship with fellow commission members — aspect individual viewpoints, allow other members time to present their views fully before making comments, be open and honest, welcome new members, strive to minimize political action on issues. (9) Members should not use or involve their commiss political activities. in the conduct of personal (10) When a commission member appears in anon- official, non - representative capacity before any public or private body, the member shall not identify or disclose his/her membership on a commission. If a question of membership arises, the member shall indicate that he/she is speaking only as an individual. Attendance (not pant of the current code) Continued absences may be the basis of replacement of any member. Excused absences may be obtained by arrangement with the staff prior to the meeting. General rule is three excused absences per year. (Definition of an excused absence would be for medical purposes, job related conflict, family conflict naturally if there are circumstances involved resulting in need for extended absences, this should be discussed with the staff liaison) Quorum Business may only take place ` at special or regular meetings if a quorum of the commission members is present. A quorum constitutes a majority of the voting membership. A meeting shall be cancelled after 15 minutes if a quorum is not obtained. Qualifications (a) A commission member must be knowledgeable of and experienced in the areas of interest of the commission on which he/she wishes to serve. (b) Unless otherwise stated by Council, terms of office on most commissions are 2 -3 years for regular members. If a regular position becomes available and the alternate would like to fill the vacancy, they would need to apply. 31 Packet Page Number 49 of 51 Agenda Item D2 Attachment (c) All must be residents of the City of Maplewood proper; however, exceptions can be made for exceptional circumstances on a case by case basis. (d) No person should serve on more than one commission at a time. However, individuals with special qualifications may be asked to serve on an additional commission. (e) Commissionlboard member leaving served two consecutive terms may be re- appointed under exceptional circumstances. (f) A member who has fulfilled two terms or resigned may be after one year. (g) City commissions should reflect the community's Decorum And Order Members should accord the utmost courtesy to each other, appearing before the commission, and should refrain at all remarks, (2) questioning the integrity of the speaker, (3) abt the member's personal feelings about the speaker's moti member may move to require the chairperson to enforce tl vote of a majority of the commission will require the ch, public attending commission meetings are expected to of decorum applicable to members. Any person making imf who becomes boisterous while addressing, or while attendi leave the room by the chairperson or staff liaison, same commission >ity employees, and to the public tes from (1) rude and derogatory a comments, (4) statements about and (5) personality attacks. Any .ommission rules; the affirmative arson to so act. Members of the ve the same rules of order and vent and slanderous remarks, or he meeting, may be requested to Public Hearings Commissions should consult City Council prior to holding a non - obligatory public hearing especially for controversial issues. 'Exception; Planning Commission is required to hold public hearings on planning issues. Commissions should not schedule special meetings except under extraordinary circumstances. The exception would be to expedite planning /zoning, review of applications or public art projects which are requirements of the commission or staff liaison. Communication with the City Council Most communication with the City Council will occur through the Council liaison and staff liaison for each commission. Any questions regarding the City Council agenda can be directed to the staff liaison. When a member who is present at a City Council meeting is asked to address the City Council on a matter, the member should represent the viewpoint of the particular commission as a whole (not a personal opinion); any representations made to the City Council, which are not those of the majority of the commission, must be identified as such. 32 Packet Page Number 50 of 51 Agenda Item D2 Attachment City Council relationship with City Commissions /Boards Communication with other agencies and groups Individual Council members may attend meetings and may participate in the commission's discussion, but are not in a position to direct the commission's discussions or recommendations. If a member of the commission is authorized by the City Council to represent the city before another governmental agency or organization, the commission member should represent fully and fairly the majority position of the City Council. Personal opinions and comments may be expressed only if the commission member clarifies that these statements do not represent the position of the City Council. Role of the Staff Liaison Demand on staff time should be limited to official orienting and helping train new members, facilil necessary documents, providing information regard presenting reports to the commission, and answering E The staff liaison will track the number of unexcused (or each commissioner. The staff liaison is responsible for with the QML during meetings. Minutes, after approved by the commission, informational item on the City Council's statement of the commission actions and res There are always commission or mi policy gui made. The staff liaison role includes stings and hearings, providing and regulations, preparing and ns that may arise at meetings. d" when it applies) absences for the commission in compliance the City Clerk, and scheduled as an rtes should be a clear and concise and should be considered on individual 33 Packet Page Number 51 of 51