HomeMy WebLinkAbout2025-04-14 City Council Workshop Packet
AGENDA
MAPLEWOOD CITY COUNCIL
MANAGER WORKSHOP
6:30 P.M. Monday, April 14, 2025
City Hall, Council Chambers
A. CALL TO ORDER
B. ROLL CALL
C. APPROVAL OF AGENDA
D. UNFINISHED BUSINESS
None
E. NEW BUSINESS
1. Boards and Commissions Discussion
F. ADJOURNMENT
RULES OF CIVILITY FOR THE CITY COUNCIL, BOARDS, COMMISSIONS AND OUR COMMUNITY
Following are rules of civility the City of Maplewood expects of everyone appearing at Council Meetings - elected
officials, staff and citizens. It is hoped that by following these simple rules, everyone’s opinions can be heard
and understood in a reasonable manner. We appreciate the fact that when appearing at Council meetings, it is
understood that everyone will follow these principles:
Speak only for yourself, not for other council members or citizens - unless specifically tasked by your colleagues
to speak for the group or for citizens in the form of a petition.
Show respect during comments and/or discussions, listen actively and do not interrupt or talk amongst each
other.
Be respectful of the process, keeping order and decorum. Do not be critical of council members, staff or others
in public.
Be respectful of each other’s time keeping remarks brief, to the point and non-repetitive.
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CITY COUNCIL WORKSHOP STAFF REPORT
Meeting Date April 14, 2025
REPORT TO: Michael Sable, City Manager
REPORT FROM: Mike Darrow, Assistant City Manager/Human ResourcesDirector
PRESENTER:Mike Darrow, Assistant City Manager/Human Resources Director
AGENDA ITEM: Board and Commission Discussion
Action Requested:MotionDiscussionPublic Hearing
Form of Action: Resolution Ordinance Contract/Agreement Proclamation
Policy Issue:
This is a discussion item to review how the City of Maplewood uses Boards and Commissions to
gain public input. Prior to final recommendations, additional discussions with board and commission
members will be sought.
on:
Recommended Acti
No action needed.
Fiscal Impact:
Is There a Fiscal Impact? No Yes, the true or estimated cost is $0
Financing source(s): Adopted Budget Budget Modification New Revenue Source
Use of Reserves Other: n/a
Strategic Plan Relevance:
Community InclusivenessFinancial & Asset MgmtEnvironmental Stewardship
Integrated CommunicationOperational EffectivenessTargeted Redevelopment
Background:
In June 2024, the City Council discussed Community Engagement opportunities and the IAP2
Spectrum of Public Participation that identified five (5) levels of community engagement:
Inform
Consult
Involve
Collaborate
Empower
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At that meeting, the Council also discussed the shifting nature of engagement toward the use of
Task Forces and Committees to address specific community challenges.
In March 2025, City staff conducted an internal review of Maplewood’s current Board and
Commission structure. The evaluation focused on the following goals:
Gather input from key stakeholders to define short- and long-term objectives.
Identify core functions and assess opportunities to streamline processes.
Determine which boards and commissions are required by state statute(note, each
commission is identified under city ordinance. Any change would require an ordinance
update).
Review the appointment process and explore options to enhance community participation.
Current Boards and Commissions Overview
Planning Commission
Composition: 7 members
Meetings: Monthly
Statutory Requirement: Yes (Minnesota State Statute)
Responsibilities: Advises City Council on land use matters including comprehensive
planning, rezoning, variances, subdivisions, right-of-way vacations, and home occupations.
Tenure: Average – 10 years; Longest – 23 years
Community Design Review Board (CDRB)
Composition: 5 members
Meetings: As needed
Statutory Requirement: No (Ordinance update required for changes)
Responsibilities: Reviews architectural design, landscaping, and site layouts.
Tenure: Average – 14 years; Longest – 31 years
Parks and Recreation Commission
Composition: 7 members
Meetings: Monthly
Statutory Requirement: No
Responsibilities: Recommends policies and programs related to parks, trails, open space,
and recreation.
Tenure: Average – 9 years; Longest – 28 years
Environmental & Natural Resources Commission (ENR)
Composition: 7 members
Meetings: Monthly
Statutory Requirement: No
Responsibilities: Advises on protecting and enhancing the city’s environmental assets.
Tenure: Average – 3 years; Longest – 9 years
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Heritage Preservation Commission (HPC)
Composition: 7 members
Meetings: Monthly or as needed
Statutory Requirement: No
Responsibilities: Supports efforts to preserve Maplewood’s historic, cultural, and
architectural resources.
Tenure: Average – 8 years; Longest – 21 years
Key Considerations to Review
Reevaluating Roles and Purpose: How well the Boards and Commissions are supporting the
goals of the City Council and effectively providing advice and counsel.
Term: The average tenure across all boards and commissions is nine years. To encourage broader
participation, does the City Council want to consider changes to the existing appointment process.
Meeting Effectiveness: How well are the meetings being run and providing value to the members.
Meeting Frequency: Is the meeting frequency and duration providing enough opportunity for
discussion and engagement.
Meeting Quorum and Attendance: Do we have the right systems in place to ensure attendance
and participation in the meetings.
Next Steps
Before implementing any policy changes, staff recommend the following process:
April 28, 2025: Initial discussion with City Council
May–July 2025: Meet with each board and commission for feedback and input
July/August 2025: Present final recommendations to City Council for approval
Attachments:
1. None
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