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CITY COUNCIL AGENDA REPORT
II?INNESO~~
MEETING DATE: November 6, 2000 ~
AGENDA #: ~ ~f:.. r 1-
PREPARED BY: Frank Boyles, City Manag~
AGENDA ITEM: CONSIDER APPROVAL OF REPORT REGARDING CITY ADVISORY
COMMITTEES.
DISCUSSION: History: As the Council is aware, the City has the following vacancies on its
respective advisory committees effective October 30,2000:
Committee
I Planning Commission
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L.
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Positions Vacant Circumstances
2 lOne incumbent has reapplied and
i another has resigned. We have
I received five applications for the
I two openings and we are
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I scheduling interviews.
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Park Advisory 1 i The incumbent whose term has
I expired does not wish to reapply.
! We have received no applications
I for the opening.
Lake Advisory
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Two members have or are moving I
, out of the City. Another member
I has resigned. We have received no I
__.________..._L~pe!~~!!9.!l.S for !he~e openin9..~.:___.1
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As the Council is aware, the Planning Commission is a five member body. The
Park Advisory and Lake Advisory Committees are seven member bodies. A few
years ago, I recommended to the City Council that all advisory body
memberships be reduced. My rationale was that five member bodies can perform
advisory body functions every bit as well as larger bodies. Five people can
represent the community as well as seven.
Smaller bodies have some advantages over larger bodies. The size of the
quorum is smaller. The pre-requisite communications both written and oral
between the staff and committee on a day-to-day basis are fewer and less time-
consuming. Basically, they are easier to effectively administer.
Current Circumstances: I continue to believe that the Lake Advisory Committee
and Park Advisory Committee should be five member rather than seven member
bodies. If the Council concurs, now is an opportune time to make a change.
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
1:\COUNCIL\AGNRPTS\2000\1106_9D.DOC AN EQUAL OPPORTUNITY EMPLOYER
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There are various ways to implement the change. The simplest way in my
estimation is to ask the members of the Park Advisory Committee if one would
like to be appointed to the Lake Advisory Committee. If not, the Park Advisory
Committee could continue to operate with six members until 10/30/01 when three
members' terms will expire. At that time, two appointments rather than three
could be made, bringing the committee to five members. The single vacancy on
the Lake Advisory Committee could be filled now using the interview process.
Conclusion: The Council should determine if it is appropriate to implement five-
member advisory bodies at this time, and if necessary, identify the procedure for
implementation.
ISSUES:
The vacancies on the Planning Commission need to be filled. Interviews will be
scheduled as soon as possible (possibly this Saturday, November 4h) so that the
appointments may be placed upon the City Council agenda. If the Council does
wish to down-size the Lake Advisory and Park Advisory Committees, it would be
appropriate for the staff to share this information with the Committees as soon as
possible. If the Council wishes to retain both bodies at seven members, then
steps should be taken to garner applicants.
AL TERNA TIVES:
(1) Authorize the reduction of the Lake Advisory Committee and Park Advisory
Committee to five members, together with the process for such action, and
direct staff to prepare modifications to the respective bylaws.
(2) Take no action with respect to the number of committee members and direct
staff to solicit applications or assess interest from existing applicants.
RECOMMENDED
MOTION:
Alternative (1).
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