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Home My WebLink About9B - Comm. Adv. Comm. Appts. 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: ISSUES: FINANCIAL IMPACT: ALTERNATIVES: RECOMMENDED MOTION: CITY COUNCIL AGENDA REPORT March 6, 2006 ~\ 9B ( ~\ Frank Boyles, City Manag~ CONSIDER APPROVAL OF A RESOLUTION APPROVING APPOINTMENTS TO THE CITY COMMUNICATIONS ADVISORY COMMITTEE. Introduction The purpose of this agenda item is to appoint two persons to serve on the Communications Advisory Committee. Historv The City Council has created a Communications Advisory Committee by adopting bylaws earlier this year. There are numerous objectives of the Committee. The two most significant are to create effective day-to-day communication and promote civic pride and community image. Current Circumstances The bylaws provide that two citizens are to serve on the Committee. Applications were submitted through the Website and the Prior Lake American. Six applications were received. Councilmembers Millar and LeMair and I interviewed all six candidates. Conclusion The City Council should act upon the recommendation of the interview committee. The interview committee recommends the appointment of Bret Borth and Cindy Whitehair to the Communications Committee for a three-year term. Bret Borth has been a Prior Lake resident for six years. He, his wife and two daughters live on Lakeside Avenue. Bret works for Braun Intertec as a marketing director. Bret has a BA in Business Administration and a MBA in Marketing. He served on the CSAH 21 CAC committee. Cindy Whitehair has been a Prior Lake resident for 12 Y2 years. She, her son and husband live on Cambridge Circle. She has a BS in Business Administration and has worked for 20 years in the customer service field. None. 1. Adopt the resolution appointing two members to the Communications Advisory Committee. 2. Take no action. Alternative #1 . www.cityofpriorlake.com 4::", '-;'(\.~",.: ....:) J,e:!? ~ne Lo/521.tlptl'f. ~~cr) tf"cpaRC952:4l$'F.4'M5 ,{ffJ Advisory Board and Committee Application Form This application is for residents of Prior Lake interested in serving on an Advisory Board or Committee for the City of Prior Lake. Appointments are made by the City Council. Please return the form to the attention of Charlotte at cgreen@cityofpriorlake.com; or mail to the City of Prior Lake administrative offices, 16776 Fish Point Road SE, Prior Lake, MN 55372 Date: Name: I3rel- !30YJ,J.. Address: / , 110 LA k re S ; ch- .A-v-t- - s: Phone(H): qf2- 2"2'- 2~f-r (W): 9)'2- qo,~ 2</3'--/ E-mail: b (:,0 1t'J.l.. ~ ; 11 J.~ , r,.. . 1'1 ~.I.. Please place a check mark in the box in front of the committee for which you are applying. Communications Advisory Committee Economic Development Committee Heritage Committee Lake Advisory Committee Parks Advisory Committee Planning Advisory Committee Senior Citizen Committee Technology Committee Traffic Safety Committee Tree Preservation Committee Briefly describe your qualifications including education, business and volunteer experience, including current job position. (Please attach resume). Ply ~J(Jc...-I-i ,'~ CA1111t'h ..~ <11 k M6J!J tJo- /'ICMKe.J,;""1,j1 ~."J\ e- 8.A. ,~~ ~"(;HCCr .Ik1J-~~:r~J.~*"" - r A,fAr-t.. w...,...~cl;'~ :- #t#-Y"#<J)~ !c."I'k~'I1"~ ,,..).':"""'s (jI..1''''-c;~ ~ I> ,/trrtT ~~.u."'r It.'''7'I'Y~''''1 /J ~..- In }.c.,...~~e. /J1y v. (vkh.,. ~1<' tAr~"t. n Ce- in c/" tlt" :3 r~"'s ~ ~ S-C-6# c."'Je..J, !I,./1M....... S-e...v;,er (Ji:-1-e~ fAlM1n:i!.c-... p.",,~ <./r... ...JI,. d&VVkJ.~... (Y?"" ~J<-- ft}.Slr-hY"ce ~*"".J;~ fA..- ~"-'N~ ~ CI_at}..... r.......~ 2..1 ;1. w..1 O\k ~(,+;~ l'fI""'\.~(.,,'\..,......,,~ ~~ ~~}.... t-\ \~ ~""'.-"YS.. ~ ~ v-'.- 'Y"'- ~ s: ~ ~ 0... """-~ +. :' ""1 . .#.................--.........~ a?m;r....~ PR10~''.\ ).., ,<" ') t: ~' \U i ~~sg/ \ ~~yf\ / JU ?' Advisory Board and Committee Application Form This application is for residents of Prior Lake interested in serving on an Advisory Board or Committee for the City of Prior Lake. Appointments are made by the City Council. Please return the form to the attention of Charlotte at cgreen@cityofpriorlake.com; or mail to the City of Prior Lake administrative offices, 16776 Fish Point Road SE, Prior Lake, MN 55372 Date: February 1,2006 Name: Cindy Whitehair Address: 16011 Cambridge Circle SE Prior Lake MN Phone (H): 952/447-5461 whitehairs@integraonline.com (W): 952/250-2700 E-mail : Please place a check mark in the box in front of the committee for which you are applying. X Communications Committee Economic Development Committee Heritage Committee Lake Advisory Committee Parks Advisory Committee Planning Advisory Committee H Senior Citizen Committee Technology Committee ,~ Traffic Safety Committee U Tree Preservation Committee Briefly describe your qualifications including education, business and volunteer experience, including current job position. (Please attach resume). I have a Bachelor of Science in Business Administration from Lindenwood University St. Charles MO. I have 20 in general customer service but the last 15 have been in telecommunications customer service, account management and sales support/training. In my previous job, I had to train independent sales reps on paperwork, processes and products. Training sessions took place on a monthly basis. I also had to communicate customer issues / needs to various corporate departments along with keeping the independent sales reps appraised of what I was working on (with their clients). The job relied heavily on creative communication skills. I am currently office / account manager for an independent telecom sales office where I coordinate sales staff schedules and work with new/existing accounts. What skills do you possess which will be beneficial in serving on this advisory body? I have the ability to communicate with varied groups of people. I have to be a liaison between technical people (applications engineers, repair technicians) and non-technical people (end users, purchasers). Briefly describe your interest in this position and how you can serve the community: To be brutally honest, I have been one of the ones talking about how the communication between the city and the citizens has not been the best and therefore I feel that I should help contribute to a solution. Please list any references that we may contact: Name Jon Foster I II other contact information fostar.com Please indicate days and times you would be available for meetings: Monday thru Friday 3:30 to 6:00pm Monday and Tuesday evenings are not good at all. My signature confirms that I recognize that my failure to sign or accurately complete this application, or if I falsify information in this application, I will automatically be disqualified from consideration. J ~ ,1 '/ /' :I .".' "" " '/ ',,0'" "'. Sif}lBblreiYJ?z6:fa< ~~. -- : ':;-:;T;'- ) n-1Cl d ~)I BYLAWS OF PRIOR LAKE COMMUNICATIONS ADVISORY COMMITTEE Adopted February 6, 2006 PURPOSE The Committee shall act in an advisory capacity to the Prior Lake City Council and shall advise the City Council on communication matters identified in the purpose or as assigned to the committee. Annually, or as otherwise required by the Council, the Committee Chair shall give an accounting of the Committee's activities with respect to its purposes, goals and objectives before the City Council. Specific powers, duties and responsibilities of the Committee include: 1. Review and comment on communications plan and budget. 2. Monitor progress of implementation of the communications plan. 3. Provide suggestions for enhancements of communication tools to be used. 4. Make recommendations for enhancing the City's relationship and communication with the public in day-to-day business affairs. 5. Make suggestions for ways to promote community pride, identity and image. ARTICLE 1. NAME Section A. Name - The legal name of the organization is the "Prior Lake Communications Advisory Committee." Section B. Office - The Office of the Prior Lake Communications Advisory Committee is at 16776 Fish Point Road S.E., Prior Lake, Minnesota 55372. ARTICLE 2. OFFICERS Section A. Appointment - The Committee shall consist of five (5) members appointed by the Prior Lake City Council for a term of three (3) years from November1 to October 31. The Committee shall consist of two Councilmembers, the City Manager and two citizens who live in Prior Lake. Committee members may serve based upon attendance and participation, continued residence in Prior Lake and in accordance with the term limit policy established by the City Council. Section B. Officers - The Officers of the Prior Lake Communications Advisory Committee shall be a Chair, Vice-Chair and a Secretary. The City Manager or his/her designee shall serve as Secretary of the Committee. The selection of the Chair or Committee members will be filled in accordance with City Council Bylaws. Section C. Chair - The Chair of the Committee shall be appointed from among the Committee's membership for a two- year term in November by majority vote of the Communications Advisory Committee. The duties of the Chair include: 1. Review and approve meeting agendas. 2. Preside at meetings. 3. Participate with the City Council in the selection of Committee members. 4. Represent the Committee as appropriate. Section D. Vice-Chair - The Vice-Chair shall be selected annually by the Committee and shall perform the duties of the Chair in his/her absence. The Vice-Chair shall assume such other duties as assigned by the Chair. R:\Advisory Committees\Communications Advisory Committee\Communications bylaws Feb 2006.DOC 1 Section E. Section F. Section F. Section G. Section H. Secretary - The City Manager or his/her designee shall act as the Secretary and shall be responsible for recording and compiling a written summary of all official activities of the Committee. Subcommittees - The Committee may divide its membership into Subcommittees as it deems necessary to implement its goals and objectives. Vacancies - If the office of Chair becomes vacant, the Communications Advisory Committee shall appoint a replacement in accordance with Article 2, Section B. If the Office of Vice-Chair becomes vacant, the Committee shall elect a successor from its membership at the next regular meeting, and such election shall be for the unexpired term of said office. Should a member resign, or otherwise vacate a seat on the Committee, Prior Lake City Council shall appoint a replacement to complete the term. Performance Criteria - Annually the Committee shall perform a written self-evaluation on the following: 1. Implementation of the purpose. 2. Member's personal attendance and participation. The Committee shall forward this evaluation to a review committee comprised of the staff member assigned to the Committee, City Manager, Mayor, and one member of the City Council. The review Committee shall present this report and any additional comments to the Council by the first week of December for action and recommendation at the annual meeting in accordance with the Council Bylaws. Term Limit - It is the policy of the Prior Lake City Council to impose a two term (or 6 year) service limitation for all appointed positions within the committees and commission. Partial terms do not count toward the term limitation. The purpose of the term limit policy is to encourage resident participation on City advisory bodies and provide community members with the opportunity to participate in their local government. ARTICLE 3. MEETINGS Section A. Reoular Meetinos - Regular meetings shall be held quarterly on the fourth Tuesday of January, April, July and October at 6:00 p.m. at the Prior Lake Fire Station, 16676 Fish Point Road SE, Prior Lake, Minnesota. In the event that such a date shall fall on a legal holiday, the meeting shall be held on the next succeeding day. Regular meetings may be rescheduled, canceled or changed depending upon unique circumstances and subject to the approval and consent of both the Chair and/or Vice-Chair. Section B. Soecial Meetinos - Special Meetings of the Committee may be called by the Chair, or two (2) members of the Committee for the purpose of transacting any business designated in the call. Staff may recommend calling a special meeting, but must receive approval from either the chair or two members of the Committee. The call for a special meeting may be delivered prior to the time of the proposed meeting to each Committee member of the Committee at least two (2) days prior to the special meeting. At such meetings, no business shall be considered other than as designated in the call. Section C. Quorum for Regular and Soecial Meetinos - A majority of Committee members shall constitute a quorum for the purpose of conducting its business, but a smaller number may adjourn from time to time until a quorum is obtained. When a quorum is in attendance, action may be taken by the Committee upon a vote of a majority of the Committee present. Section D. Conduct of Business at Meetings - The agenda for a regularly scheduled meeting shall include the following in order of business: R:\Advisory Committees\Communications Advisory Committee\Communications bylaws Feb 2006.DOC 2 Section E. 1. Call to Order 2. Approval of minutes of previous meeting(s) 3. Old Business 4. Other Business 5. Staff Update 6. New Business 7. Adjournment Votina - All members of the Committee have equal voting authority. ARTICLE 4. CONFLICT OF INTEREST Section A. Conflict of Interest - A member shall refrain from discussing, voting on, or in any manner taking part in an action or decision of the CAC if: 1. The member has, or reasonable expects to have during the member's term of office, a direct interest in the outcome of the action or decision, unless the effect of the action or decision on the member's interests would be no greater than its effect on other persons or property similarly situated; or 2. The member has a direct or indirect interest in any sale, lease, or contract that is the subject of the action or decision, except as expressly permitted under state lows governing municipal contracts. If a conflict involves the presiding officer, in addition to refraining from participation in the action or decision as provided in this section, the presiding officer shall disqualify him/herself from the duties of presiding officer and shall pass the gavel to the Vice-Chair or to any member who has no conflict. The presiding officer may resume the chair once the issue has been dispatched. ARTICLE 5. CODE OF CONDUCT Section A. Code of Conduct - Committee members will adhere to the following: 1. Committee member's opinion pertaining to a function, organization or specific application or issue shall not be given to the public or media unless there is a clear qualification that the opinion is that of the member and not the official opinion of the Committee or the City. If a Committee, he/she shall do so only after receiving the official direction from the Committee. 2. The conduct of Committee members shall reflect positively upon the Committee, individual member and City. 3. Committee members shall avoid any actual or apparent impropriety. ARTICLE 6. AMENDMENTS Section A. Amendments - These bylaws shall be reviewed by the Committee annually. The Committee may recommend revised bylaws to the City Council for final approval. R\Advisory Committees\Communications Advisory Committee\Communications bylaws Feb 2006.DOC 3