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HomeMy WebLinkAbout15.F.2. Boards and Commission Expiring Terms lS:P:~~ CITY OF SHAKOPEE Memorandum CONSENT MEMO TO: Mayor and City Council Mark McNeill, City Administrator FROM: Judith S. Cox, City Clerk RE: Boards and Commissions Expiring Terms DATE: December 14, 2005 INTRODUCTION: According to City Council policy, it is appropriate that Council consider at this time the reappointment of individuals whose terms on boards and commissions are expiring and announce the upcoming vacancies. BACKGROUND: According to the policy, ninety days prior to the expiration of terms each year, the Council shall be advised of the upcoming vacancies and the attendance record of the individuals whose terms are expiring, should those individuals be eligible for reappointment. At that time the Council shall consider the reappointment of those individuals. Should the Council determine that the individuals merit reappointment, they will be contacted to determine if they wish to seek \ reappointment. Council shall also announce the upcoming vacancies and that applications will be accepted from all interested citizens of Shakopee. Due to recent resignations on the Park and Recreation Board and the Planning Commission, staff wanted to discuss with each whether or not they desired to decrease the membership from seven to five. In order to give the Park and Recreation Board and the Planning Commission ail opportunity to have this discussion, bringing this matter to City Council was postponed until this point in time. Following discussion, both the P&R and the Planning Commission decided to continue with the seven member group. Application Deadline: Since adoption of the current policy, there has been confusion on the exact date that applications will no longer be considered. Sometimes there have been insufficient applications received and Council has made nominations as late as the same evening of appointment. In 1990, Council set the final date to receive applications as the date that nominations are made. Unless Council directs otherwise, applications will be accepted until the first meeting in February. The advertisement will encourage applications to be submitted by January 31 st so that Council can receive copies with their agenda packet for the February 7th meeting. (If insufficient applications are received, applications will continue to be accepted until qualified individuals are appointed). Eligible Aopointees: Attached is a list of the individuals whose terms are expiring and who are eligible for reappointment. (Those individuals who have not served more than three terms will be invited to apply for reappointment, per the guidelines for appointments). Summary: After the holidays, staff will follow up on advertising, posting, and mailing notices on accepting applications for filling the expiring terms on City boards and commissions. A letter will be sent to each member whose term is expiring February 28,2006 inviting them to consider reappointment. A letter will not be sent to those individuals who have served three terms or who have not met the attendance requirements, unless Council advises otherwise. RECOMMENDED ACTION: 1. Direct staff to advise those individuals whose terms are expiring on boards and commissions (who have not served three consecutive terms and who have met attendance requirements) that they are eligible for reappointment. 2. Announce that the City will be advertising and accepting applications from Shakopee citizens for boards and commissions beginning in January. Applications may be obtained at the City offices during regular hours, can be mailed if requested, or obtained from the City's web site. B&C-CCMemo FEBRUARY 28, 2006 EXPIRING TERMS ON BOARDS AND COMMISSIONS All members with expiring terms who are in compliance with the attendance requirements and who have not served three full terms will receive a letter asking if they wish to be considered for reappointment. According to the policy, members are not limited to three terms if the board or commission they serve on does not meet monthly. Those members will also be notified. Planning Commission/BOAA Steve Clay - makes all meetings, as required I vacancy Park and Recreation Advisory Board Elise Souders - attends meetings regularly 2 vacancies Shakopee Public Utilities Commission Bryan McGowan Police Civil Service Commission Stan V onBokem - attends meetings regularly Building Code Board of Adjustments and Appeals Housing Advisory and Appeals Board Gene Juergens - no meetings have occurred in 2005 2 vacancies Environmental Advisory Committee Kathy Gerlach - attends meetings regularly Heidi Benedict - attends meetings regularly Telecommunications Advisory Commission Mark Hillegas - attends meetings regularly 1 vacancy Economic Development Advisory Committee Kenneth Swanson - has not met attendance requirements* Barbara Felber - has not met attendance requirements** Marshall Walker - has missed only one meeting Board of Review Eldon Reinke - attends meetings regularly Brain Call- attends meetings regularly 2 vacancies Historic Preservation Advisory Commission Don McNeil- attends meetings regularly *Has missed 5 out of 7 meetings since April without notifying staff in advance. * *Has missed 4 consecutive meetings since August without notifying staff in advance. Excerpt from Boards and Commissions Guidelines for Appointments and Operation . III. Nominations and Appointments Nominations and appointments shall be made annually by the Cotmcil in February, pursuant to Resolution No. 2066, A Resolution Setting Forth City Council Procedural Policy On Appointments to City Boards and Commissions. (Pursuant to Resolution 2559, Appointments to Shakopee Public Utilities Commission shall be made in January and shall become effective April 1st.) SECTION B: OPERATIONS: This section pertains to the operations of various advisory boards and commissions of the City of Shalcopee. The Shakopee Public Utilities Commission is not advisory and does make its own policy, which it deems in the best interest of the conullunity. 1. Attendance A. Should a board/cOlmnission member be unable to attend a meeting, it shall be 11is/her responsibility to contact City staff 24 hours in advance of the. scheduled meeting date. FaillU'e to do so shall count as almexcused absence. B. Attendance at the meetings of these advisory bodies is critical to their effectiveness; therefore, one unexcused absence, tlrree consecutive excused absences, or absence at more than 25% of the meetings in a six month period will cause the board/commission chairperson to review the natlU'e of the absences with the member and, pending tlle outcome of that review, it may be necessary for the chairperson to forward a recommendation to the board/ commission as a whole for discussion and recommendation to the City Council that the member of the board/ commission be removed for poor attendance. C. Individual boards/commissionsmay grant extended leaves not to exceed 6 months in length at the request of a board/cOlmnission member; provided, however, that tlle boardlcOlmnission is comprised of six or more members. During the extended leave the vacated seat shall not apply to the quorum requirements of the board or commission. II. Terms of Office All members shall be appointed for the tel111 stated in the City Code or in the enabling resolution establishing the board or commission; however, said term may be terminated early by the Council. A member serving on a board or commission that meets monthly or more '-. . frequently may serve a maximum of three (3) consecutive terms. For purposes of this policy, an incumbent at the time of writing of this policy shall be considered to be serving his/her first term and shall be eligible for two additional tenl1s. Any person appointed to fill the remainder of a term shall be eligible for three terms, beginning on his/her next appointment date.