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HomeMy WebLinkAboutCouncil Appointments to Committees o � rxi ti � V �' 4646 Dakota Street SE Prior Lake, MN 55372 � t' �' ESO � P CITY COUNCIL WORK SESSION REPORT MEETING DATE: January 13, 2014 AGENDA #: Topic 1 PREPARED BY: Frank Boyles, City Manager PRESENTED BY: Frank Boyles AGENDA ITEM: COUNCIL APPOINTMENT TO ADVISORY COMMITTEES DISCUSSION: The purpose of this item is to encourage Council discussion regarding appointments as liaisons or members of advisory committees. Council members may wish to refer to agenda item 10A, "Consider Approval of Annual City Council Appointments to Boards, Commissions and ' Committees." This item is on tonight's City Council agenda. The purpose for also placing this item on the work session is not to circumvent discussion at the Council meeting, but instead to encourage discussion of any concerns Council members may have about the expectations associated with being a liaison. To the best of my knowledge we have not conducted a work session on this topic despite the fact that Councilors spend a considerable number of hours in this pursuit every year. To facilitate discussion, possible topics are included below: 1. Meeting Times ' Recently, because of City Council concerns, we moved City Council work session starting times from 4:30 p.m. to 5:00 p.m. The hope was that this change would improve convenience for Council members and the public who wish to attend. I sent an email this week to staff liaisons asking that advisory committee meeting starting times presently scheduled before 5:00 p.m. be adjusted to 5:00 p.m. beginning in February. This adjustment will impact Community Safety Advisory Committee (4:00 p.m.), Lakes Advisory Committee (4:30 p.m.) and Economic Development Authority (4:00 p.m.) I am hopeful that the 30-60 minute change facilitates rather than undermines the ability of committee members to attend. This change would not affect committees that meet during the day such as Economic Development Advisory Committee (7:30 a.m.) or the Technology Village Board of Directors (4:00 p.m.) which has a more narrow focus and periodically needs to access incubator tenants in pursuit of its objectives. 2. Attendance Requirements The liaison positions were never meant to require City Council member attendance at all committee meetings. Instead, the idea was that Council members would be able to attend meetings where Phone 952.447.9800 / Faa: 952.447.4245 / www.cityofpriorlake.com controversial subjects or big impact items are to be discussed — particularly if those items are likely to become Council agenda items. An unwritten liaison objective has also been to keep tabs on committee effectiveness, member morale and any committee- related issues the Council should be aware of. Cheerleading has often been part of the role as well. 3. Participation There have been times when well-meaning Council members effectively became an ad-hoc committee member and a crutch to committee decision making. That was never the purpose of the liaison program. Instead it is to be more of a listening post. When an agenda item for which the Councilor is a liaison is on the Council agenda, their comments are typically the first requested by the presiding officer. 4. Counselor The City Council bylaws do allow a Councilor to state their personal opinion on a topic, but only if the comments are identified as such. It is also appropriate for a liaison to advise a committee if they are "on the wrong path" or acting inconsistently with City Council policy or direction. Of course in doing so, the Councilor must have the confidence that he/she is indeed reflecting the City Council's position and not just their own. 5. Other There may be other topics Councilors wish to discuss to clarify expectations for board and committee liaisons. If significant changes are considered, it may be appropriate to memorialize them in the City Council bylaws. A maximum of one hour is available for this topic.