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HomeMy WebLinkAbout9C - Communications Advisory Committee MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: ISSUES: 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 CITY COUNCIL A NDA REPORT CONSIDER APPROVAL OLUTIONS WITH RESPECT TO THE COMMUNICATIONS ADVISORY COMMITTEE: 1) AMENDING BYLAWS, AND 2) APPOINTING MEMBERS Introduction The purpose of this agenda item is to request that the City Council make appointments to the Communications Advisory Committee. Historv In February 2006, the City Council established a Communications Advisory Committee by adopting bylaws (attached). The purpose of the Committee is to act as an advisor to staff on communication-related issues. The Committee presently consists of two Council members, Councilor Hedberg and Millar; two residents, Bret Borth and Cindy Whitehair; and two staff members, Mike Peterson and myself. Current Circumstances Bret Borth has moved out of the community creating a vacancy in our resident representation. Two candidates have submitted applications following public notice in the legal newspaper and on the Website, Dave Elbon and Hans Jacobsen, Attached are the applications we received for Council information. Both candidates were interviewed in accordance with the bylaws. Mr. Elbon lives with his family in Prior Lake and is responsible for the operation of the cable channels serving Burnsville and Eagan. Mr. Jacobsen works for Target in Minnetonka, but also operates his own computer consulting company. He is particularly interested and conversant with methods to reach younger constituents who may use "My Space" and the like. The interview committee concurs that both candidates bring different but useful perspectives and expertise to the Communications Advisory Committee and that both would be very good additions. The problem is that the Bylaws limit the public involvement to two persons. The committee recommends that the Bylaws be amended to allow up to three community representatives much as the Council has done with the Park Advisory Committee (which can have up to seven members). The expertise the two new candidates bring is in the area of electronics (cable TV for one, Internet for the other). Both areas of expertise can be beneficial to the Committee. The City has already established a precedence of expanding committee size (PAC) to allow more residents to participate. Since we are proposing amendments to the Bylaws, a few additional changes are recommended: www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.441.4245 Article 2. Section E - the City Manager would no longer be a member of the committee. Instead the Committee would consist of two Council members and three residents. The City Manager and Communication Coordinator would provide staff support. Article 3. Section A - would be amended to allow for periodic rather than quarterly meetings subject to open meeting law notification requirements. FINANCIAL IMPACT: There is no additional cost to the City by adding an additional resident representative to the Communications Advisory Committee because they are volunteers. ALTERNATIVES: 1. Adopt a resolution approving amendments to the Communications Advisory Committee Bylaws to allow a third resident representative. 2. Adopt a resolution appointing David Elbon and Hans Jacobsen to serve on the Communications Advisory Committee. 3. Take no action. RECOMMENDED Alternative #1 and #2. MOTION: 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 RESOLUTION 07 -xxx A RESOLUTION ADOPTING AMENDMENTS TO THE BYLAWS OF THE COMMUNICATIONS ADVISORY COMMITTEE Motion By: Second By: WHEREAS, The City has adopted a 2030 Vision and Strategic Plan which identified communication as a top City priority; and WHEREAS, To assist the communication coordination, the City Council has established a Communications Advisory Committee; and WHEREAS, The City Council believes that the Communications Advisory Committee would benefit from changes made to its Bylaws. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2, An amendment to Article 2, Section E of the Bylaws is hereby approved authorizing three rather than two residents to serve on the committee, removing the City Manager from the committee, and providing that the City Manager and Communications Coordinator are designated to provide staff services to the Committee. 3. An amendment to Article 3, Section A of the Bylaws is hereby approved to discontinue quarterly meetings but would provide for periodic meetings subject to open meeting law requirements. PASSED AND ADOPTED THIS 5th DAY OF NOVEMBER 2007. Hauaen Hauaen Erickson Erickson Hedbera Hedbera LeMair LeMair Millar Millar YES NO Frank Boyles, City Manager www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 A RESOLUTION APPOINTING DAVID ELBON AND HANS JACOBSEN TO SERVE ON THE COMMUNICATIONS ADVISORY COMMITTEE Motion By: Second By: WHEREAS, The City Council created the Communications Advisory Committee by adoption of Bylaws on February 6, 2006 and amended November 5, 2007; and WHEREAS, Pursuant to City Council direction, applications were solicited from persons in the community who are interested; and WHEREAS, Notice of such openings were placed in the local newspaper and City Website; and WHEREAS, Two applications were received and all applicants interviewed in accordance with the advisory body bylaws. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. That the following persons are appointed to fill the following terms: Appointee David Elbon Hans Jacobsen Date Appointed November 5, 2007 November 5, 2007 End of Appointment October 31, 2010 October 31, 2010 Term Limit October 31, 2013 October 31, 2013 PASSED AND ADOPTED THIS 5th DAY OF NOVEMBER 2007. Hauaen Hauaen Erickson Erickson Hedbera Hedbera LeMair LeMair Millar Millar YES NO Frank Boyles, City Manager www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 BYLAWS OF COMMUNICATIONS ADVISORY COMMITTEE Adopted February 6, 2006 Amended November 5, 2007 PREAMBLE The Prior Lake Communications Advisory is created to: 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 Communications Advisory Committee," Section 8, 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. 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, Section B. Section C. Section D. Section E. Section F, 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 approval of meeting agendas. 2. Presiding at meetings, 3, Participating with the City Council in the selection of Committee embers. 4. Representation of the Committee as appropriate, 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. 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, 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 twe three 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. The City Manager and Communication Coordinator will provide staff support services to the Committee. 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 M:\Advisory Bodies\Communications Advisory Committee\CoTmunications bylaws 2006 - amend Nov 2007.DOCM:\P.d'.'isory Bodies\Comrmmications Advisory Committee\Communications eylaws 2006draft clean. DOC Section G. Section H, Section I. Section J. 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, The selection of the Chair or Committee members will be filled in accordance with City Council Bylaws. Performance Criteria - Annually the Committee shall perform a written self-evaluation on the following: 1. Implementation of the preamble, 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 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. Conflict of Interest - Members with a financial or vested interest with an applicant, application, proposal, policy, or other committee issue shall disclose the relationship before participating in discussion about the issue. If the conflict is deemed to be significant, the member shall refrain from discussion and voting on such issue. If the conflict involves the presiding officer, he/she shall disqualify him/herself from discussion and pass the gavel to the Vice-Chair or a member who has no conflict. He/she may resume the chair once the issue has been dispatched. 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 member gives or represents the opinions of the 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 3. MEETINGS Section A, Reaular Meetinas - In conformance with the Minnesota Open Meeting Lawall meetings of the committee are open to the public. Regular meetings shall be held qUJrterly on the fourth Tuesday of January, I\pril, July and October Jt 6:00 p.m. Jt the Prior Lake FiFO Station, 16676 Fish Point Road gE, Prior LJke, Minnesota as needed at Prior Lake City Hall, 4646 Dakota Street 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. Notification - All regular meetings of the Committee shall be noticed by: 1, Posting at city hall for at least two (2) days prior to the meeting. 2, A copy of the notice, agenda and accompanying materials shall be received by the Committee, City Council, staff and others designated by the City Council, no later than the Wednesday prior to the M:\Advisory Bodies\Communications Advisory Committee\CoTmunications bylaws 2006 - amend Nov 2007.DOCM:\.A,dvisory Bodies\Communications Advisory Committee\Communications bylav:s 2006draft clean.DOC Section C. Section D, Section E. Section F, Monday meeting and in no case later than two (2) days prior to a special meeting, Special Meetinas - 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, The notification provisions of Section B of the article shall be followed, Quorum for Reaular and Special Meetinas - 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. Conduct of Business at Meetinqs - The agenda for a regularly scheduled meeting shall include the following in order of business: 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. SCOPE OF POWERS AND DUTIES Section A. Powers and Duties - 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 preamble or as assigned to the committee, Semiannually, or as otherwise required by the Council, the Committee Chair shall give an accounting of the Committee's activities with respect to its goals and objectives before the City Council. Additionally, specific powers, duties and responsibilities may be assigned to the Committee upon approval of the City Council. Section B, Subcommittees - The Committee may divide its membership into Subcommittees as it deems necessary to implement its goals and objectives, ARTICLE 5. 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. M:\Advisory Bodies\Communications Advisory Committee\CoTmunications bylaws 2006 - amend Nov 2007.DOCM:\/\dvisory Bodies\Communications Advisory Committee\Commllnications bylaws 2006draft clean.DOC ~J IO~, L.{: 30frY\ 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: 8/16/2007 Name: David Elbon Address: 5056 Pondsedge LN SE Phone (H): 952-226-2692 Bravodeck5@integra.net (W): 651-882-8213 E-mail : Please place a check mark in the box in front of the committee for which you are applying. X 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). I have a Bachelor of Arts degree in communication from Cleveland State University. I am currently a government video producer for Burnsville/Eagan Community Television where I work closely with the communication directors of those two cities. I am a member of the Minnesota Alliance of Cable Telecommunications Administrators. As a volunteer I have helped a city organize a recycling pilot program. I held a position as advertising editor for the International Television Association. My previous position as volunteer coordinator required me to organize volunteers for volunteer productions. I) 1Z'tesJ t~ ~ --rh.l.V($ ) I t> / II Advisory Board and Committee Application Form 5 p .('(\ . 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: August 8th 2007 Name: Hans Jacobsen Address: 5930 Millers Circle, Prior Lake, MN 55372 Phone (H): 612-298-0959 (W): 612-298-0959 qSa. - '-101- .j8dU E-mail: TheHansJacobsen@gmail.com 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 X Parks Advisory Committee X 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 iob Dosition. (Please attach resume). Hello, my name is Hans Jacobsen and I have recently graduated from the College of Saint Scholastic a (Duluth, MN) majoring in Business Management and minoring in Marketing and Communication. During my years in college, I was elected as President of the Student Senate for two years and was appointed President of the City of Duluth Higher Education Commission my senior year. I also was a member of the City of Duluth Housing Commission for one year. During my four years in college, I sat on 22 institutional committees along with active involvement in 7 clubs and organizations. I was also awarded the 2007 Leadership Award at the College of Saint Scholastica. I invite you to view this press release to the Prior Lake American: http://www.css.edu/x20544.xml Currently I am an Executive Team Lead with Target Corporation. What skills do you possess which will be beneficial in serving on this advisory body? C:\Documents and Settings\ Hans ,Jacobsen\l\1y Docmnents\Han's DoclIments\Han's DocumentB\Pl'iol' Lake Commission ApplicGtion,DOC I have been a resident of Prior Lake since the day I was born, excluding 4 years of college in Duluth so I know the city exceptionally well. The key skill I posses is my ability to communicate effectively. One advantage I have is my experience of organizing, hosting, and participating on previous commissions. Being a recent graduate, I can provide a fresh perspective to the younger age groups. Through my experience on previous commissions, having representation from all age groups enabled us to serve the community at our greatest potential. I take great pride in developing relationships with others, building immense communication, and stressing the importance of actively working as a team member to accomplish projected goals. Briefly describe your interest in this position and how you can serve the community: Since I have graduated this past May, I have relocated back to my hometown of Prior Lake and I am looking to take initiative and get involved in the Prior Lake community. I have such a passion representing people at large and doing what is best for the community as well as the residents. I desire a position because I love knowing that I can make a difference in our community. I want to be an active volunteer in numerous community events to get to more acquainted with the residents. I feel that this is such an honorable opportunity to represent the residents of Prior Lake. I invite you to converse with the Mayor of Duluth, City Councilors, and/or commissioners who have worked with me during my college career. They would be wonderful references in portraying my passion for the community. Through my friendly attitude and energetic personality, I can guarantee that if! am provided an opportunity with your committee, I truly will be a remarkable investment you can count on. I invite you to set up just one meeting with me, and then you can witness my deep compassion for this opportunity! Please list any references that we may contact: I Name I Phone or other contact information I Steve Lyons (Dean of Students, CSS) I (w) 218-723-6167 (c) 218-590-0434 I Roger Reinert (Duluth Councilor at Large) I 218-730-5247 Don Ness (Duluth Councilor at Large, I 218-724-4184 ~ . . . .n. ... te) Please indicate days and times you would be available for meetings: C:\Documents and Settings\Hans ,Jacobsen\My Documents\Han's Documenb\Han's Documents\Pl'iol' Lake CommisEion Application.DOC My schedule is very flexible and will do what it takes to be at 100% ofthe meetings. 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. Signature: ?---JU Hans Jacobsen C:\Dc)cuments and Settings\Hans ,Jacobsen\l\ly Documents\Han's Documents\Han's Documents\l'rior Lake Commission Application.DOC 5930 Millers Circle Prior Lake, MN 55372 Hans S. Jacobsen (612)298-0959 TheHansJacobsen@gmail.com Education The College of St. Scholastica, Duluth, MN Major: Business Management Minor: Communication Language: German (2 years), Spanish (1 year), American Sign Language (1 year) Relevant Coursework: Financial Management, Management Communications, Management Ethics, Human Resource Management, Intercultural Communications, Managerial Accounting Expected Graduation May 2007 Prior Lake Senior High, Prior Lake, MN Target Corporation (Minnetonka, MN) Executive Team Lead The College of Saint Scholastica (Duluth, MN) SwdentSenare/SwdentBody President City of Duluth Higher Education Commission (Duluth, MN) President Technology Innovations (Prior Lake, MN) CEO/President Professional Experience o Responsible for leadership during operating hours o Striving to achieve sales goals and maintain budget controls o Providing my team with orientation and training, coaching, and counseling, and on-the-job support o Assist with recruiting and hiring of my team o Ensuring great guest service by interacting with guests and team members on the sales floor o Liaison between students and the administration o Chair of weekly Student Senate assembly o Addressing speeches to students at large o Saint Scholastica representative at Duluth City Council meetings o Chair of the Council of Presidents, Minnesota Association of Private College Students o Appointing executives and chairs of the Senate o Letters of recommendations for student clubs & leaders o Actively communicating to students via newspaper columns o Appointed President of th& Commission by the Mayor of Duluth o Chair of commission assembly o Commission liaison between University of MN-Duluth, St. Scholastica, University of Wisconsin, Lake Superior College, Duluth Business University, Fond-Du-Lac College, and Duluth City Council o Accounting (QuickBooks Pro 2007) o Book-keeping (QuickBooks Pro 2007) o Small business networking o Computer hardware and software installation and troubleshooting o Web development o Graphic design o Consultant o Software and hardware training o,?orrp,,; ~~/ .;'% ~ I!:I."" \aI Dobson Communications Corporation (Duluth, MN) Loyalty Sales Representative o Sales Representative o Financial Services & Customer Service Assistant o Proactive cold calling renewing contracts with incentives ORe-ration of consumers' & business' statements o Database Submission Graduated May 2003 June 2007 - Present March 2005 - May 2007 September 2006 - May 2007 January 1999- Present January 2004 - September 2005 Internships Trade Corrections Checks & Wires o Performing internal and external transfers o Submission of checks and wires transfers o Auditing buy and sell exchanges from Financial Advisors Summer 2006 Ameriprise Financial (Minneapolis, MN) Image Trend (Lakeville, MN) o Assisted in creation of websites and graphic designs o Assisted in the creation of the Gillette Children's Hospital Website o Transferring websites from extra nets to intranets Summer 2003 Webmaster Technologies By Design (Savage, MN) o Assisted in creation of Prior Lake Chamber of Commerce Website o Computer servicing and repair o Analyzing businesses needs for computer purchasing and networking o Image Editing Summer 2001 & 2002 Consultant Achievements The College of Saint Scholastica o Received the St. Scholastica 2007 Leadership Award oRe-Elected Student Senate President - March 2006 - Present o Elected Student Senate President - March 2005 - March 2006 o Elected Chair of the Council of Presidents (MAPCS) - September 2006 o Nominated to 2 City of Duluth Commissions o Nominated to 2 committees on the Board of Trustees o Volunteer in 7 clubs and 22 Institutional Committees Technology Innovations o Started a business at age 14 o Volunteered teaching multiple classes to kids, adults, and senior citizens intro to computers, email, and the internet. o Constructed a website for a candidate running for The State of Minnesota House of Representatives Dobson Communications Corporation o Received 11 departmental awards for outstanding achievements Prior Lake Senior High o Microsoft Office User SpeCialist Certification Award o Dakota County Technical College o Good Citizen Award o Prior Lake Senior High References References are available upon request.