HomeMy WebLinkAbout2009 07-27 City Council Manager Workshop PacketAGENDA
MAPLEWOOD CITY COUNCIL
MANAGER WORKSHOP
5:30 P.M. Monday, July 27, 2009
Council Chambers, City Hall
A. CALL TO ORDER
B. ROLL CALL
C. APPROVAL OF AGENDA
D. UNFINISHED BUSINESS
E. NEW BUSINESS
1. Presentation On City Council Policy And Procedures For Boards And Commissions
F. ADJOURNMENT
THIS PAGE IS INTENTIONALLY LEFT BLAND
Item E- I
MEMORANDUM
DATE: 22 July 2009
TO; James Antonen & City Council
FROM: H. Alan Kantrud, City Attorney
RE: Council- Manager Workshop: COMMISSION HANDBOOK
IItTRODUCTIOlti
On April 6, 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 a draft Handbook, incorporating its comments. A draft
Handbook was created and presented to Council for review and several changes were
again recommended. The document is now back before you in a more finalized form,
with additional references to state law as well as a fully functional table of contents.
Staff would like you to address several issues that need policy -level choices made so that
the handbook can be finalized. If each issue can be addressed in our workshop, staff will
be able to recommend that the full Council approve the document during the regular
meeting with the expectation that the language would be modified consistent with the
answers to the questions presented below.
DISCUSSION
In revising the Handbook, some decisions that still need to be made have to do with:
1) Reappointments and Term Limits. Page 13 of the Handbook discuss the
concept of "term limits" (two full terms is the working document assumption)
and a re- appointment policy to go beyond those limits. The subject is again
addressed/referenced on Page 23 in the "qualifications" section (e). Staff
needs direction as to what if any policy the Council would like to see relative
to this issue.
2) Rules of Parliamentary Procedure. The Handbook, on Page 16, also calls
for the use of a modified version of "Rosenberg's Rules of Order," which is
not a familiar document to most, but could be integrated as suggested in the
Handbook for the benefit of the Commissions. The modified version provides
very simple parliamentary procedure that lay- people can use when they find
themselves as newly appointed chairs.
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Item E- I
3) Excused and Unexcused Absences. Another new policy introduced through
the Handbook is the concept of excused and unexcused absences and the
consequences for excessive, unexcused, absences from regular meetings. The
language is at the bottom of Page 17 and also referenced in the "cause for
removal" section discussed below and on Page 23 in a section entitled
"Attendance," and is also referenced in the "Role of the Staff Liaison" section
on Page 24 (it is the role of the liaison to track absences). This issue requires
a recommendation to keep or abandon or modify the language presented.
4) "Cooling Off" period after term limit. Another new policy is the notion
that, assuming that term limits are imposed, a "one year" cooling -off period
apply prior to reappointment of the same individual to the same commission.
That language is on Page 17, is also referenced on Page 23, and will require a
discussion since it is not current policy.
5) Multiple Commission membership by individual. The next policy question
is also on Page 17, and has to do with the concept of multiple Commission
membership by one individual. The language currently leaves discretion in
the hands of the Council.
6) Removal. Another important policy question that needs to be made is the
clarification of the control that the Council has over the members of its
Commissions, particularly as it relates to the ability of the Council to remove
members. There really is no coherent policy in place now. The language as it
is written on Page 17 (spilling onto Page 18) puts the control exclusively in
the hands of the Council and requires a simple - majority vote to remove any
member from any Commission. The proposed language calls out examples of
conduct that would potentially get a Commission member subjected to a vote
for removal, but the language is clear that a member may be removed
"without cause ".
RECOMMENDATION
Please review the current working document and recommend any additional changes and
provide direction to staff on policy areas as identified above. If possible, Staff will
reiterate your decisions at the regular meeting soas to move the Handbook closer to a
final form.
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Attachment
CITY OF MAPLEWOOD
COMMISSION
HANDBOOK
[DRAFT]
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Attachment
Table of Contents
RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF MAPLEWOOD ADOPTING A
COMMISSION HANDBOOK AND AMENDING THE
COMMISSION POLICY GUIDELINES ........................3
Chapter 1:
Introduction & Overview .................... ..............................4
Purpose of Maplewood Commission Handbook..... .. —A
Orientation of New Members .......... ..............................4
The Function of City Commissions . ..............................4
Putting Boards, Commmissions and Committees Into
Context........................................... ..............................
CityCouncil ............................... ..............................5
Boards, Commissions, Committees .........................5
Oathof Office .................................. ..............................5
Boards and Commissions and Membership
Requirements ................................... ..............................6
Planning Commission .............................................. 6
Parks Commission-------------------------------6
Environmental and Natural Resources Commission6
Housing and Redevelopment Authority ...................6
Community Design Review Board.. ....... ................ 6
Historical Preservation Commission... ... ..... 7
Police Civil Service Commission .._ ........................7
Other Committees and Task Forces .........................7
Description of City Departments and Divisions ... .........7
CityManager ............................. ..............................7
Citizen Services /City Clerk ....... ..............................7
City Attorneys .............. ..............................8
Human Resources. ....... ....... ....... _................. ._..._.8
Information Technology ............ ..............................8
Finance.. ... ......... ....... ....... ....... ....... ......... .... 8
Fire............................................. ..............................8
Community Development and Parks .......................8
Police................................. ........ ........ ........ .... .......... 9
PublicWorks ............................. ..............................9
History of the City of Maplewood ... ..............................9
Chapter 2:
The Advisory Role .............................. .............................11
Role of the Chairperson and Vice Chairperson..... - -. I I
Responsibilities of Individual Members ......................12
Staff Liaison Responsibilities ......... .............................12
Relationship With City Council. ....... ....... ....... ........ - 12
Council Relationship With Advisory Bodies ...............13
Term of Office ....................................................... ...... 13
Reappointment Policy [NOT CURRENT POLICY]
.................................................. .............................13
Signing Commission Documents/Communications .... 13
Chapter 3:
Commission Meetings ......................... .............................14
Agenda............................................ .............................14
Placing Items on the Agenda .... .............................14
SampleAgenda .............................. .............................25
Minutes... ........ ....... ____ _________________............
14
Correction to Minutes...... ........ .............................14
Rosenberg's Rules of Order ............ .............................25
Special Meetings ............................. .............................14
16
Televised Meetings ......................... .............................14
Minnesota Open Meeting Later (House Research
Joint Meetings with the City Council .........................15
18
Subcommittees ............................... .............................15
Official Conflict of Interest (LMC Information Memo)
Chapter 4:
Parliamentary Procedure ................... .............................16
SampleAgenda .............................. .............................25
Quorum........................................... .............................16
Sample Minutes ........................................ ........... ........
Voting Procedure ................. .............................16
Rosenberg's Rules of Order ............ .............................25
Motions. ... ______________ ________....... ........ ......
16
Legal Issues .................... .............................18
Minnesota Open Meeting Later (House Research
The Open Meeting Law— . ....... ....... ....... ..........
18
Conflict of Interest .................... .............................18
Official Conflict of Interest (LMC Information Memo)
Other Legal Issues .................... .............................19
Frequently -Asked Legal Questions ........................19
3
Chapter 5:
Helpful Advice .................................... .............................20
23
Criteria for Effectiveness ................ .............................20
Special Tips for New Commissioners. ........ ... .20
Working with City Staff_ ... _ _________....... .............
20
Dealing with the Media .................. .............................21
Chapter 6:
SampleAgenda .............................. .............................25
Commission Policy Guidelines ........... .............................22
Sample Minutes ........................................ ........... ........
Recruitment Policy ......................... .............................22
Rosenberg's Rules of Order ............ .............................25
Appointments...................................................... ........
22
Role of Corrunissions ...................... .............................22
Minnesota Open Meeting Later (House Research
Appointment of Chair and Vice Chair. ... ......... -.22
Information Brier) .......... .............................25
Responsibilities of Commission Members ..................22
Official Conflict of Interest (LMC Information Memo)
Attendance (not part of the current code) ....................23
Quorum.......................................... ..............................2
3
Qualifications ................ .......................... ----- ..........
Decorum And Order ...... ........ ........ ...................... .... ....
23
Public Hearings ............................... .............................24
Special Meetings ............................. .............................24
Communication with the City Council ........................
24
City Council relationship with City
Commissions/Boards... _ ................ .............................24
Communication with other agencies and groups .........
24
Role of the Staff Liaison ................. .............................24
Appendix ............................................. .............................25
SampleAgenda .............................. .............................25
Sample Minutes ........................................ ........... ........
25
Rosenberg's Rules of Order ............ .............................25
Text of the Open Meeting Law ....... .............................25
Minnesota Open Meeting Later (House Research
Information Brier) .......... .............................25
Official Conflict of Interest (LMC Information Memo)
................................................ .............................
I F
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RESOLUTION NO. 49- , SERIES 2009
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 ; and
WHEREAS, there was a need to update and provide current information; and
WHEREAS, a Commission Handbook was written to provide general information, rules,
policies, and state statutes for commission members.
NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Maplewood
hereby adopts the Commission Handbook as its amended Commission Policy Guidelines.
PASSED AND ADOPTED by the Maplewood City Council on this day of July, 2009, by
the following vote:
AYES:
NOS:
ABSENT: NONE
lsl
Mayor
ATTEST:
lsl
City Clerk
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Chapter 1:
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
Minnesota law gives city councils the power to create advisory commissions and appoint their members.' The City
of Maplewood prepared this 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 summary of important aspects of commission activities. However, it cannot
incorporate all material and information necessary for undertaking the business of commissions. Many other laws,
plans and documents exist which bind the commissioners to certain courses of action and practices, most notably
those requirements imposed by State statute on groups like the Planning Conunission and the Police Civil Service
Commission', and the Maplewood City Code. As a policy and practical matter, wherever a conflict between the
City's policies herein and the requirements under state law may be found, 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. Staff liaisons will provide new commission members with the opportunity to tour city
facilities and provide background information on issues facing the commission.
The Function of City Commissions
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 what the community thinks 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 and Police Civil Service Commissions, make critical
determinations pursuant to State Statute;
• Make non - binding recommendations on issues, applications and other policy matters as directed by the
Maplewood City Council or required by law.
Minn. Star. § 412.111 gives statutory cities the authority to create advisory boards in general, "as deemed necessary for the
proper management and operation of city affairs."
2 Minn. Stat. § 462.354
3 Minn. Stat_ § 419
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Putting Boards, Commissions and Committees Into Context
The city of Maplewood is a statutory "Optional Plan B " city, incorporated in 1957. 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, who serves at the will of the City Council, 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 four councilmembers and a mayor.
These officials are chosen through non - partisan elections and serve `at large," representing the whole city. The City
Council is accountable to the citizens it serves. City elections are held in odd - numbered years. Depending on the
number of candidates who file, there may be a primary in September as well as the general election in November.
Councilmembers and the mayor serve four -year terms. Two council members and the Mayor are elected in one
election and two council members in the next election.
The City Council formulates policy, approves programs, appropriates funds, and establishes local taxes and
assessments. Decisions of the City Council are reached by a majority vote, unless a greater majority is required by
law. The City Council enacts local laws (ordinances) and regulations for governing of the city. The local ordinances
adopted by the City Council are compiled in the municipal code. Other City Council directives and policies are
recorded in resolutions or council minutes.
The Maplewood City Council holds regular meetings on the second and fourth Monday of each month, at 6:30 p.m.
in the Council Chambers at City IHall. 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.malewood.mn.us City Council
agendas may be emailed to individuals by subscription. City Council and commission agendas with staff reports
attached can also be viewed on the city web page.
Boards, Commissions, Committees
The City of Maplewood currently has seven active advisory groups categorized as boards and commissions
(referred to collectively as "City Commissions "). The Council has also from time to time appointed task forces and
ad hoc 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 and unless prohibited
by State law or City ordinance, determine that a person living outside the Maplewood city limits may be appointed
to a board or commission because that 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 laiowledgeable 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. In some cases membership
selection is based on specific educational or professional criteria as called out by City Ordinance. The City Council
reviews applications, conducts interviews for positions on the various Commissions, and ultimately selects the
members.
Oath of Office
Pursuant to State Statute, § 358.05 all elected or appointed officials must swear an oath of office prior to
conducting or participating in any business of the commission or board. A signed copy of the oath is filed with the
office of the City Clerk.'
4 Statutory cities are covered by Chapter 412 of Minnesota Statutes.
5 See the current City of MaplexN.00d Rules of Procedure for City Council and Council Meetings for additional information
about council meetings and policies.
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The Oath of Office is as follows:
I, [name], do solemnly swear that I will support the Constitution of the United States and of the State of
Minnesota and faithfully discharge the duties of the office of [name of office] in the City of Maplewood, in
the County of Ramsey and the State of Minnesota, to the best of my judgment and ability. So help me God.
Boards and Commissions and Membership Requirements
This list briefly describes each city commission. All commissions are subject to the state conflict of interest rules
and must refrain from participating on matters in which the commissioner has an economic interest or other
disqualifying interest, such as personal, familial relationships.'
Planning Commission
The Planning Commission has nine members and is the City of Maplewood's planning agency.' Its duties are to
prepare and recommend a comprehensive plan for the development of the city and to review zoning and land use
matters like comprehensive plan amendments, rezoning requests, zoning variances, property subdivisions, right -of-
way vacations, conditional use permits, and home occupation requests.
Parks Commission
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 serve three -year terms. The
commission's purpose is to protect, preserve and enhance the environment of the City of Maplewood. To
accomplish this purpose, the commission engages in a variety of activities, from recommending ordinances to
preserve and enhance the city's environmental assets, to developing educational programs, to developing and
promote the use of "sustainable practices" for city policies and procedures.
Housing and Redevelopment Authority
The Maplewood Housing and Redevelopment Authority (HRA) is a five- member advisory committee that reviews
housing matters and policies for the city. Topics the HRA reviews for the city council include proposed housing
related code changes or ordinance amendments, possible changes to the housing chapter of the Maplewood
Comprehensive Plan and senior or subsidized housing development proposals.
Community Design Review Board
The Maplewood Community Design Review Board (CDRB) has five members. The CDRB reviews building
design, site plans, and landscape for proposed multi - family, commercial and industrial development in Maplewood.
The CDRB's goal is to approve attractive developments in architectural design, the use of proper landscape
materials and a functional and attractive layout.
6 Minn. Star. § 358.11
7 To learn more, refer to the League of Minnesota Cities' information memo, C)CLicial Conj2,ict o�{7nter°est
8 Minn. Star. § 462.354
9 Note that Maplewood's HRA is established as an advisory body, not an HRA as defined by Minn. Stat. 4fi 69.03
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Historical Preservation Commission
The Historic Preservation Commission was created to help the city of Maplewood with its overall historic
preservation goals. These goals include supporting the protection of the City's heritage by preserving, protecting,
conserving, and wisely using the significant historical, cultural, architectural, or archeological objects, structures,
buildings, sites in the City. The City encourages broad citizen participation in historic preservation activities and has
worked on such projects as the Bruentrup Farm preservation project. The Historic Preservation Commission also
works closely with the Maplewood 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 Chapter 419 of the Minnesota State Statutes.
The Commissioners are normally appointed to three -year terms by the City Council and volunteer their services as
interested residents. The City has a full -time Human Resource 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 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 complaints from the public
nor do they review or conduct internal investigations. They do not direct or oversee police operations nor do they
have input into the Police Department budget. They have no involvement in compensation or benefits for the
officers.
Other Committees and Task Forces
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.
Citizen Services /City Clerk
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 leisure time and activities and recreational programs year -
round for all ages in the northeast metropolitan area and to Maplewood residents alike.
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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 attomey -client
relationship with the city, its officers, agents, and employees, so their official communications are protected as
confidential pursuant to the 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
Human Resources is responsible for labor and employee relations, position profiles, recruitment and selection,
classification and compensation, employee training, pay equity, personnel policies and employment law, contract
negotiations and administration, employee benefits, worker's compensation, grievances and discipline, performance
appraisal, safety and oversight of payroll issues related to union agreements and personnel policies.
Information Technology
The primary goal of the IT department is to provide the most effective technology services and support possible to
the City of Maplewood staff, City Council, Commissions, Boards and citizens. The IT department manages the
City website, security systems, phone system, mobile technologies, televising of City meetings, GIS and all City
applications and workstations. All of these systems run over the City's network which the IT department also
oversees.
Finance
The Finance Department supports all other departments by providing financial, accounting and treasury services.
There are three documents prepared by the Finance Department for the benefit of Maplewood citizens as well as
other interested parties including the State Auditors Office and bond rating agencies: the Comprehensive Annual
Financial Report, the Budget, and the Capital Improvement Plan. Other responsibilities of the Finance Department
include financial management, accounting, and treasury operations.
Fire
Maplewood Fire is a combination paid - per -call and full -time department. There are 78 paid- per -call firefighters that
respond from their homes to answer approximately 3,800 medical, fire and rescue calls per year. There are five
stations with an average of 15 firefighters per station. There are also 14 full -time firefighters. Administration of the
Fire Department is located at Station Two, 1955 Clarence Street.
Community Development and Parks
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 new developments, subdivisions and redevelopment. The
division also coordinates the preparation of the 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.
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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
The mission of the Maplewood Police Department is to work, in partnership with its citizens, to solve problems
relating to crime and the fear of crime, with an emphasis on meeting community needs. These services are also
provided to the City of Landfall on a contractual basis.
The Department provides paramedic services in partnership with the Maplewood Fire Department. It has an
authorized strength of 55 sworn officers and has a total of 62 full -time dedicated employees who are available to
provide professional community - oriented police services 24 hours a day.
Public Works
The Public Works Department provides coordination of the services afforded by five groups: Engineering, Street,
Utility, Park Maintenance and Vehicle /Fleet Management. These divisions are responsible for the design, operation
and maintenance of most city roadways, sanitary sewer systems, and storm water systems.
History of the City of Maplewood
The recorded 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 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 stagecoach line that was along present day Edgerton Street. This
line began in 1856, and it cost 10 dollars for the trip from St. Paul to Duluth. This stagecoach line remained in
service until the first railroad was built to Duluth in 1870. This was the Lake Superior and Mississippi Railroad and
followed the Vento Trail. By the 1880's the line was owned by the St. Paul and Duluth Railroad. This owner would
play a big part in Maplewood's development. In 1886, the Wisconsin Central Railroad built a line that intersected
with the St. Paul and Duluth Railroad. A townsite was planned at the junction of these two railroads that was
predicted to "rival St. Paul." William and Mary Dawson platted out a town and decided to name the place
"Gladstone" after William Gladstone, a popular British statesman of the time. Dawson planned to relocate his plow
work business there and was able to entice the St. Paul and Duluth Railroad to put its shops 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 population 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 the 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
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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.
After World War II, 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, and 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 myselfl" 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 off 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. 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.
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Chapter 2:
The Advisory Role
Local governments create advisory groups for many different reasons. They are established to:
1. 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 projector program
5. Investigate an activity, problem or event
G. Guide or regulate programs
Standing Committees, Commissions, Ad hoc committees and task forces are formed for a specific purpose and
dissolve after completing their mission. Advisory boards differ in their duties and responsibilities. Many are totally
advisory to the elected body. Others are empowered to decide specific issues. Others, such as the Planning
Commission, are an integral part of the government structure. If an organization is to function effectively, there
must be clarity, understanding, and acceptance of the roles assigned to the elected body, commissions, and staff.
Role of the Chairperson and Vice Chairperson
Commissions generally appoint the chair and vice chair at set times of the year. Although the appointment is
usually for a year, the chair and vice chair serve at the pleasure of the commission. The willingness and ability of
an individual to serve as the chair or vice -chair should be taken into consideration. Commissions should try to give
all commissioners an opportunity to serve as chair. The responsibility of service as chair or vice chair does take
extra time.
Responsibilities of the Chair:
• Preside at all official meetings of the board, commission, or committee.
• Consult with the staff liaison in drafting the meeting agenda.
• Attend City Council meetings as needed to represent the commission, board or committee with the
approval of the commission, board or committee.
• Sign correspondence 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.
• Builds trust by even handedness and fairness to all the participants.
Responsibilities of the Vice Chair:
• Substitute for the Chair as needed.
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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 requesting an excused).
• Demonstrate respect, kindness, consideration, and courtesy to others.
• Prepare in advance of meetings (e.g. read agenda packet carefully prior to the meeting) and be familiar with
issues on the agenda.
• Be respectful of other people's time. Stay focused and act efficiently during meetings.
• Serve as a model of leadership and inspire public confidence in Maplewood government.
• Act and speak with honesty and integrity.
• Do not speak for the commission unless authorized by the action of the commission
• Do not speak for the city unless authorized to do so by action of the City Council.
• Encourage inclusiveness and the free flow of opinions and positions.
Staff Liaison Responsibilities
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 responsibilities of city staff 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.
• Encourage members to participate fully on the commission.
• Staff will make every effort to respond in a timely and professional manner to requests made by
individual commissioners for information and assistance. Requests that require significant staff time
should be approved by the City Council or city manager.
• Staff response to an 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.
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In this symbiotic relationship, however, commissioners need to remember they were not appointed to relieve the
elected officials of making political decisions. Commissioners should avoid trying to predict actions or votes of
elected officials. This does not preclude them from interpreting elected official philosophy.
Commission members should also recognize that the elected body's area of concern is much broader and in some
cases a commission recommendation will not be followed. Commissioners should not interpret this as a rebuke but
rather an inevitable part of the process.
Members of commissions should:
• Make their decisions based on their judgment and not predict byword or action what City Council will
decide.
• Think of themselves as advisors rather than decision - makers (except as prescribed by statute).
• 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 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
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 to 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.
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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.
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Chapter 3:
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.
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.
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.
Minutes
Minutes of each meeting of a city commission are usually recorded by city staff. The minutes serve as a permanent
record of the group's actions, testimony and opinions and they are forwarded to the City Council as input and
background for Council decisions. Generally, a member of a commission making a recommendation will be
available to the Council when such input is given.
There are three types of minutes — Action Vinutes: reflect the motion, the maker and second; Swnmary Vinutes:
reflects the above action plus a brief summary of the discussion; and Detailed tlffinutes: reflects actions plus a record
of the entire discussion. The city of Maplewood requires that all commissions prepare "summary minutes",
however, there may be times when "action minutes" are appropriate.
Correction to Minutes
It is important for members of city commissions to closely review minutes and make corrections if needed so that
the approved minutes accurately reflect the work of the group. Corrections to minutes should be made at the
meeting when the minutes are brought forward for adoption. Corrections require a motion, second and a majority
vote, and, if approved, are noted in the minutes of the current meeting. Any changes to the draft minutes approved
by the commission should be reflected in the minutes for the meeting at which the corrections are made. The final
version of the minutes, with the corrections, made by the commissions should then be retained by the staff liaison
and the City Clerk.
Special Meetings
Special meetings may be called by the chair of the commission and coordinated through the liaison. Written notice
must be given to the commissioners, media and others who have requested notice pursuant to the Open Meeting
Law. Special meetings of commissions are discouraged by the City Council.
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, the Planning Commission and other standing
Commissions are televised on a regular basis.
10 See Minn. Stat. § 13D.04 Subd. 2.
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Joint Meetings with the City Council
Occasionally commissions schedule a joint meeting with the City Council. These meetings occur as part of a
regularly scheduled City Council meeting and are televised.
Subcommittees
Commissions may, from time to time, form subcommittees to focus on specific issues and make the work of the
group more efficient. Subcommittees are useful when an issue needs to be studied in detail or when outside
expertise is needed. The work and recommendations of subcommittees must always come back to the full
commission for approval in a public meeting.
The subcommittee may not be composed of a quorum of the members of that board, commission, or committee.
Subcommittee meetings for continuing or "standing" subcommittees are not considered public meetings for
purposes of the Minnesota Open Meeting Law. However, the City Council generally encourages the practice of
giving notice of such meetings and keeping them open to the public as practicable.
Subcommittee Guidelines
1. Clearly define the purpose.
2. Set deadlines for reports and establish sunset provisions.
3. Limit the number of members.
4. Involve all sides of the issue.
5. Appoint a chairperson.
6. Require meeting agendas, minutes, and periodic reports.
7. Enforce sunset provisions.
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Chapter 4:
• Promote cooperation and harmony so that people can work together more effectively to accomplish their
goals.
• Guarantee each individual an equal right to propose motions, speak, and ask questions and vote.
• Protect the rights of minority points of view and give the minority the same consideration and respect as
those in the majority.
• Encourage the full and free discussion of every motion presented.
• Ensure that the meeting is fair and conducted in good faith.
• Make decisions by the democratic method, so that the will of the majority determines the actions of the
body.
Quorum
A quorum is the minimum number of members that must be present for a group to conduct business — a majority of
the qualified members of the body. For Quorum purposes, the number of approved, seated, members is the
determinative total, with vacant, unfilled seats not counting towards the quorum number."
Voting Procedure
When present, all commissioners are to vote. Failure of a seated commissioner to orally express a vote constitutes
an affirmative vote.
A conflict of interest 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 explain the effect of the tie vote for the
public.
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:
11 See Minn. Stat. § 645.080
12 See QCicial Conflict o Interest from the League of Minnesota Cities.
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Parliamentary procedure is adopted for several purposes:
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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 group must second the motion in order for
discussion to start on the motion.
4. The Chair then restates the motion "It has been moved and seconded that ..." and opens the floor to
discussion.
5. The Chair will recognize members who wish to comment on the motion. Only one motion may be
discussed at a time. It is important that all members of the group are clear on what the motion is and what
its effect will be. Spirited discussion helps to answer questions and explore different interpretations and/or
impacts of the motion.
6. At the end of the discussion period the Chair will "call for the questions" and ask how many members vote
"Aye" and how many vote "No" or "Abstain ".
Frequently -Asked Procedural Questions
Yes. All members present are expected to vote on every question presented unless they have a conflict of interest.
(See page 18 for more information on conflicts 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 hoard, commission, or committee?
What is the procedure for resigning from a City Commission?
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.
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Is a majority vote needed in order for a city commission to take action?
If I um 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?
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• Writing letters representing the commission, purporting to come from the Commission or the City, without
commission and City Council approval.
• Talking about commission business, on behalf of the commission, without authorization from the body.
• Behavior unbecoming of a commissioner, such as illegal behavior.
• Inappropriate or rude behavior to a city staff member or another commissioner.
• Unethical behavior.
• tnapprolinate use of resources or tuncts without start approval.
• When interaction between' conunissioners' is detrimental to the functionality of the commission or making it
impossible. to carry out the. duties of the cotntnission.
Legal Issues
There are many local, state, and federal laws protecting the democratic process practiced at the municipal level. City
commissions must abide by the same regulations as the City Council.
There are several egal 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.
The Open Meeting Taw
The Open Meeting Law applies to all standing commissions established by the City Council. 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. Proper advance notice must be given of such meetings, 14 and the meetings must be open to the
public. Minnesota law makes commissioners personally liable for intentional violations of the Open Meeting Law."
Commisioners must be particularly aware of the danger of serial meetings. 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. These kinds of meetings are sometimes referred to as "Daisy Chains" and "Hub and Spokes." 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.
For detailed information on the open meeting law, please refer to the Minnesota Open Meeting Law
information brief available from the Research Department of the Minnesota House of
Representatives.
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).
Similarly, a conflict of interest would occur if a commissioner were to vote on a zoning variance for their own
property.
Whenever a member of a city board, commission, or committee believes that there may be a 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 on disqualification.
13 Minn. Stat. § 131)
14 Notice requirements are laid out in Minn. Stat_ § 13D.04
15 Minn. Stat. § 13D.06 Subd. 1
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If a member has a conflict of interest, the member must disqualify himself or herself from participating in the
matter. This includes all discussion on the matter as well as the actual vote. The best practice is to step down and
leave the meeting while the matter is under consideration. 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.
• 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, entails, 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 outside the city government without approval of the City Council.
• Unilateral contacts are discouraged. If a member of a commission meets privately with an individual or
entity that has an issue coming before the commission, the member should do so without making voting
decisions or commitments. Equal opportunities and due process must be extended to all parties in matters
under consideration. Commissioners shall disclose such contacts at the commission meeting when the item
is discussed.
Frequently -Asked Legal Questions
May a member of a city commission choose not to vote?
Members of city commissions are expected to participate in all decisions of their commission. There are two
primary exceptions — if the member is disqualified because of a conflict of interest or the member is disqualified
because of a fairness issue such as absence from all or part of a proceeding or personal animosity between the
member and an individual appearing before the group. When a member has a financial conflict of interest, he or she
must disclose the nature of the conflict and follow the appropriate procedures as previously outlined in this
handbook In all cases, abstentions should be made to ensure the fair, impartial deliberation process by the 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.
Kbo 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.
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Chapter 5:
Helpful Advice
The following information was compiled from individuals who have served or been liaisons on a board, commission
or committee.
Criteria for Effectiveness
• Understand the purpose of your commission. Be clear on your role and responsibility and how this
particular board, commission or committee fits into the governance of the city of Maplewood.
• Prepare for each meeting in advance. Read through the agenda and know what will be discussed at each
meeting. Read through staff reports or other background materials or visit sites, as appropriate.
• Bring an open mind to each meeting. You are representing the entire community in your role as a member
of a city board, commission or committee, so it is important to put aside personal opinions and be open to
new ideas, information and point of view.
• Treat eteryone with respect and dignity. You are an important part in the democratic process, which
guarantees access and fair treatment to all. Your behavior and attitudes are in the spotlight and should
reflect the highest standards of the community. Demonstrate patience, show empathy, and remain dignified
under stress.
• Phrase motions with care. 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.
Special Tips for New Commissioners
• 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.
• Please be aware that as soon as you are sworn in, you are subject to the Open Meeting Law.
Working with City Staff
• 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 directly.
• Build a relationship based on mutual trust and respect.
• 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.
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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 cormnission it is probably inappropriate to be
talking about it to the media.
• It's safest to never "go 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.
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Chapter 6:
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, except as otherwise provided by law.
Appointment of Chair and Vice Chair
Commissions, will appoint chair and vice chair at the first regular meeting in December to take over the first
meeting in January.
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 Mimiesota 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.
(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.
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(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 — respect 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 commission membership in the conduct of personal political activities,
and must be mindful of the conflict of interest requirements.
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 canceled by the chair after 15 minutes
if a quorum is not obtained, and an alternative date and time scheduled.
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.
(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.
(c) Commission/board member Having served two consecutive terms may be re- appointed under exceptional
circumstances.
(g) City commissions should reflect the community's diversity.
Decorum And Order
Members should accord the utmost courtesy to each other, to city employees, and to the public appearing before the
commission, and should refrain at all times from (1) nide and derogatory remarks, (2) questioning the integrity of
the speaker, (3) abusive comments, (4) statements about the member's personal feelings about the speaker's
motives, and (5) personal attacks. Any member may move to require the chairperson to enforce the commission
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(10) When a commission member appears in a non - 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.
Workshop Agenda Item E1
Attachment
rules; the affirmative vote of a majority of the commission will require the chairperson to so act. Members of the
public attending commission meetings are expected to observe the same rules of order and decorum applicable to
members. Any person making impertinent and slanderous remarks, or who becomes boisterous while addressing, or
while attending the meeting, may be requested to leave the room by the chairperson or staff liaison.
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.
Special Meetings
Commissions should not schedule special meetings except under extraordinary circumstances.
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.
City Council relationship with City Commissions /Boards
Individual Council members may attend meetings and may participate in the commissions' discussions, but are not
in a position to direct the commissions' discussions or recommendations.
Communication with other agencies and groups
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 meetings. The staff liaison role includes orienting and helping
train new members, facilitating meetings and hearings, providing necessary documents, providing information
regarding rules and regulations, preparing and presenting reports to the commission, and answering any questions
that may arise at meetings.
The staff liaison will track the number of unexcused (or "excused" when it applies) 'absences for each
commissioner. The staff liaison is responsible for keeping the commission in compliance with the OML in terms of
properly posting notice and agendas of meetings when necessary.
Minutes, after approved by the commission, are forwarded to the City Clerk. The minutes should be a clear and
concise statement of the commission actions and resolutions made.
There are always exceptions to the policy guidelines and should be considered on individual commission or
member basis.
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Workshop Agenda Item E1
Attachment
Appendix
The following documents, relevant to Maplewood boards and commissions, are attached for further information and
reference:
• Sample Agenda
• Sample Minutes
• Rosenberg's Rules of Order
• Text of the Open Meeting Law
• Minnesota Open Meeting Law (House Research Information Brief)
• Official Conflict of Interest (LMC Information Memo)
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