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HomeMy WebLinkAbout13.F.1. Attendance Policy for Boards and Commissions-Res. No. 6760 City of Shakopee Memorandum /3. F: J~ TO: Mayor and City Council Mark McNeill, City Administrator FROM: Kris Wilson, Assistant City Administrato~ ~) SUBJECT: Attendance Policy for Advisory Boards and Commissions DATE: April 3, 2008 Introduction The City Council is asked to consider options for making the attendance policy consistent for all advisory boards and commissions. Background At the February 19 Council meeting, Councilmember Lehman asked staff to investigate whether the attendance policy and term limits established for the City's advisory boards and commissions were all consistent with one another. The City Clerk reviewed language for each of the City's boards and commissions and found: (1) all boards and commissions are subject to the same term limits; and (2) all have the same attendance policy, except for the Telecommunications Advisory Commission (T AC). The City has written Guidelines for Appointments and Operation of Boards and Commissions. Those guidelines include an attendance policy, which is attached for your information. In summary, the policy states that the Chair of the board/commission shall speak to any member who has an unexcused absence, three consecutive excused absences or is absent from more than 25% of the meetings in a six month period. Following review of the absences with the member, the Chair has the option to forward a recommendation to the board/commission as a whole that the member be recommended for removal for poor attendance. This is the attendance policy that all boards and commissions except the T AC currently operate under. The establishing resolution for the T AC, which is also attached, states that any member who misses three consecutive regularly scheduled meetings without having first been granted a leave of absence for good cause or has one unexcused absence shall automatically be deemed to have resigned. Options (1) The Council could amend the establishing resolution for the T AC to delete the attendance policy, which would result in the T AC falling under the attendance policy found in the guidelines for boards and commissions the way all other boards and commissions currently do. (2) The Council could amend the attendance policy in the guidelines for boards and commissions to be the same as the policy currently found in the resolution establishing the TACo (3) The Council could develop and adopt a completely new attendance policy and apply it to all boards and commissions. (4) The Council could take no action and allow the TAC to continue with its own attendance policy and all other boards and commissions to remain under the general guidelines. Recommendation Staff recommends option l, as it provides for continuity between all boards, and also a means for addressing attendance issues while still providing some flexibility for individual circumstances. The City currently has difficulty finding enough qualified and interested individuals to fill all seats on our advisory boards and commissions. Staff believes that applying the more rigid standard currently found in the T AC resolution (option 2 - three excused absences or one unexcused absence and the board member is automatically out) could result in the City losing the expertise and input of some well qualified board/commission members. Relationship to Vision Having qualified and dedicated individuals serve on the City's advisory boards and commissions contributes to a vibrant, resilient and stable City (Goal D). Requested Action If Council concurs with staffs recommendation, it should offer Resolution No. 6760, a resolution amending Resolution No. 5655, which established the Shakopee Telecommunications Advisory Commission, and move its adoption. RESOLUTION No. 6760 A RESOLUTION AMENDING RESOLUTION NO. 5655, REGARDING THE TELECOMMUNICATIONS ADVISORY COMMISSION WHEREAS, the City adopted Resolution No. 5655, a Resolution Establishing the Shakopee Telecommunications Advisory Commission, on February 19, 2002; and WHEREAS, it has come to the City's attention that this Resolution establishes an attendance policy for members of the Telecommunication Advisory Commission that is inconsistent with the attendance policy for the City's other advisory boards and commissions as found in the Boards and Commissions Guidelines for Appointments and Operation; and WHEREAS, the City finds it beneficial to have a single attendance policy for all advisory boards and commissions; NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that Section 4 of Resolution No. 5655 is hereby deleted in its entirety. Adopted in special session of the City Council of the City of Shakopee, Minnesota, held this 8th day of April, 2008. Mayor of the City of Shako pee ATTEST: City Clerk CITY OF SHAKOPEE BOARDS AND COMMISSIONS GUIDELINES FOR APPOINTMENTS AND OPERATION SECTION B: OPERATIONS: This section pertains to the operations of various advisory boards and commissions of the City of Shakopee. The Shakopee Public Utilities Commission is no~ advisory and does make its own policy, which it deems in the best interest of the community. 1. Attendance A. Should a board/commission member be unable to attend a meeting, it shall be hislher responsibility to contact City staff 24 hours in advance of the scheduled meeting date. Failure to do so shall count as a unexcused absence. B. Attendance at the meetings of these advisory bodies is critical to their effectiveness; therefore, one unexcused absence, three 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 nature of the absences with the member and, pending the 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/commissions may grant extended leaves not to exceed 6 months in length at the request of a board/commission member; provided, however, that the board/commission 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 COlnmlSSlOn. II. Ternls of Office All members shall be appointed for the term 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 tenns. For purposes of this policy, an incumbent at the time of writing of this policy shall be considered to be serving hislher first term and shall be eligible for two additional terms. Any person appointed to fill the remainder of a term shall be eligible for three terms, beginning on his/her next appointment date. Resolution NO. 5655 A RESOLUTION ESTABLISHING THE SHAKOPEE TELECOMMUNICATIONS ADVISORY COMMISSION WHEREAS, the City of Shakopee is in need of an advisory group to study issues and recommend solutions relating to the provision of telecommunication services for the City, residents, and businesses in Shakopee; and WHEREAS, an advisory group, whose members are interested in, and knowledgeable about telecommunication issues would be of significant assistance to the City Council of the City of Shakopee as it considers new telecommunication programs and policies; NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that: 1. COMMITTEE ESTABLISHED: The Shakopee Telecommunications Advisory Commission is hereby established. 2. MEMBERSHlP, OATH AND TERMS OF OFFICE: The Commission will have five (5) members whose terms of office shall be three years. Membership will consist of Shakopee residents, no more than one (1) business representative, and township residents residing in the cable franchise area. Every appointed member shall, prior to discharge of his duties, take an oath that he will faithfully discharge the duties of his office. The initial terms of office shall be established to provide for staggered terms, one term ending 2003, two terms ending 2004 and two terms ending in 2005, or until the successors are appointed and qualified. 3. VACANCIES: Vacancies on the Commission shall be filled in the same manner as the original appointment(s) and are made for the unexpired portion of the term vacated. 4. REMOV AL: Any member who shall miss three (3) consecutive regularly scheduled meetings without having first been granted by majority vote of the Commission a leave of absence for good cause or one (1) unexcused absence shall be deemed to have vacated his office and the Council shall fill said vacancy as provided herein. The Council may also remove any member by majority vote and the unexpired portion of the term vacated shall be filled as provided herein. 5. Members of the Commission shall serve without compensation and shall not directly or personally benefit from any recommendations of the Commission.