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HomeMy WebLinkAbout2011-08-10 PACKET 08.C.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 8/10/2011 PREPARED BY Administration Ryan Schroeder ORIGINATING DEPARTMENT STAFF AUTHOR COUNCIL ACTION REQUEST Consideration approving changes to the Advisory Commission appointment process policy. STAFF RECOMMENDATION Staff is recommending approving the language as recommended, or, in the alternative, approving the language as recommended with the additional language. By Council motion, adopt the recommended changes to the Advisory Commission /Committee Selection and Appointment Policy. BUDGET IMPLICATION $ BUDGETED AMOUNT ADVISORY COMMISSION ACTION ❑ PLANNING ❑ PUBLIC SAFETY ❑ PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES /RIGHTS ❑ ECONOMIC DEV. AUTHORITY SUPPORTING DOCUMENTS ACTUAL AMOUNT FUNDING SOURCE REVIEWED APPROVED DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ® MEMO /LETTER: Memo from Joe Fischbach dated 8/5/2011 ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ❑ OTHER: ADMINISTRATORS COMMENTS r City Administrator Date CITY OF COTTAGE GROVE MINNESOTA To: Honorable Mayor and City Council Members From: Joe Fischbach, Human Resources Coordinate Date: August 5, 2011 Subject: Advisory Commission /Committee Appointment Process Staff is proposing several changes to the Advisory Commission /Committee appointment process. Because they do have some statutory authority, staff is recommending that at least two applicants be interviewed for the EDA and Planning Commission. It is also recommended that at least two applicants be interviewed for other Commissions, but not required. Staff is also recommending that at least one other person, other than the Council Liaison, interview applicants. It is also recommended that Commissioners be reappointed if they are not term limited, have met attendance requirements and have a desire to continue to serve. Staff has also put together language that addresses how the Chair and Vice Chair of the Commissions are selected. Advisory Commission /Committee Selection and Appointment Policy: 1. Advisory Commission /Committee seats will be created by the City Council. 2. The Advisory Commission /Committees will not make recommendations on appointments or reappointments to the City Council. 3. For vacant seats, individuals interested in serving on an advisory commission must complete an application for consideration. 4. Completed applications will be forwarded to and be placed on file with the City Clerk's office. 5. Upon receipt of applications, the City Clerk will distribute copies of applications to the City Council, Staff Liaison, City Administrator and the Commission /Committee Chair. 6. The City Council Liaison will review the applications from the City Clerk and select the applicants to be interviewed. 7. The City Council Liaison will interview applicants. The interview panel should consist of at least one other person. This could be the Chair, Vice Chair, staff liaison and /or the City Administrator. For the EDA and Planning Commission, at least two applicants must be interviewed for a vacancy. For the other Commissions, it is recommended that more than one applicant be interviewed for a vacancy. Commission appointments shall not be delayed because there is only one applicant on file who expressed a high desire to be on a Commission. 8. The City Council Liaison will recommend all appointments and reappointments to the City Council. The Advisory Commission /Committee will not be involved in the process and will not recommend appointments to the City Council. The recommendation will be that of the Council Liaison, in consultation with those on the interview panel. 9. Generally, Commissioners shall be reappointed to the Commission that they serve on if they are not term limited, have served in accordance with attendance requirements and express a desire to continue serving. 10. The City Council will receive the recommendation of the Council Liaison and consider the appointment. 11. Each January, the Council Liaison will solicit interest in the Chair position for the Commission. The Council Liaison will then invite to interview each member of the Commission who expressed an interest in the Chair position. At one of the two regular City Council meetings in February the Council Liaison will bring forward his /her Chair recommendation for consideration by the full City Council. Per the City Code, each Commission will hold an annual meeting in March. At that meeting the Chair will be introduced. Additionally, a Vice Chair will be elected by the members of the Commission at that March meeting. Youth members of the Commission will not have a vote in the election of the Vice Chair. If the Chair position opens during the year the Vice Chair will assume the Chair duties. The Council Liaison would then make a recommendation to the full City Council the name of the Commissioner they recommend carrying out the Vice Chair duties for the remainder of the year. Staff has received two additional suggestions not currently contained within the policy draft. If these suggestions are additionally considered by Council the suggested language is as follows: Council members will share notes of each interview, if taken, with all other members of the City Council before a vote is taken on the recommendation of appointment by the Council Liaison. Council members will inform all other members of the City Council the date, time and location of each interview for Commission, Chair and /or Vice Chair appointment. Commission interviews are not public meetings; thus, no more than two City Council members, including the Council Liaison, may sit in on interviews. Action Staff is recommending approving the language as recommended, or, in the alternative, approving the language as recommended with the additional language. By Council motion, adopt the recommended changes to the Advisory Commission /Committee Selection and Appointment Policy.