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VII.3. First Reading Ordinance Amending Chapter 2; Article IV of the Hopkins City Code regarding Boards, Commissions, Committees and Similar Bodies; LenzMay 4, 2021 Council Report 2021-031 ORDINANCE AMENDING CHAPTER 2, ARTICLE IV OF THE HOPKINS CITY CODE REGARDING BOARDS, COMMISSIONS, COMMITTEES AND SIMILAR BODIES Proposed Action Staff recommends adoption of the following motion: Move to adopt for first reading Ordinance 2021-1165 An Ordinance Amending Chapter 2, Article IV of the Hopkins City Code Regarding Boards, Commissions, Committees and Similar Bodies. Adoption of the proposed ordinance will establish two additional seats on the Park Board, clarify the length terms created by vacated positions, and allow for the City Council to appoint non-voting student members. Overview A key council goal has been to increase representation throughout our organization, with a focus on Board and Commission members. It is vital to bring different perspectives to the table in order to make informed and inclusive decisions for the benefit of our entire community. Hopkins is an increasingly diverse community; 41.1% of the community identifying as non-white or Hispanic; 65% of homes are rental units; and 25.4% of our residents speak a language other than English at home. The proposed ordinance is a step towards meeting the goals of the City Council by including amendments that allow for the following:  Expanding representation on the Park Board from 5 to 7 members  Clarifying the length of terms if a position is vacated  Allowing for the appointment of non-voting student members Primary Issues to Consider  Establishing two additional seats to the Park Board will provide the City Council more opportunities to reach their increasing representation goal.  Including youth representation to our boards and commissions will give the community’s young people a voice in the operations and projects of their City. Supporting Documents  Proposed Ordinance 2021-1165 Ari Lenz, Assistant City Manager Financial Impact: $____________Budgeted: Y/N ____ Source: ________________ Related Documents (CIP, ERP, etc.): _______________________________________ CITY OF HOPKINS COUNTY OF HENNEPIN ORDINANCE 2021-1165 ORDINANCE AMENDING CHAPTER 2, ARTICLE IV OF THE HOPKINS CITY CODE REGARDING BOARDS, COMMISSIONS, COMMITTEES AND SIMILAR BODIES WHEREAS, Hopkins needs volunteers in order to succeed. The various boards and commissions of the City of Hopkins perform a vital role in the life of our community; and WHEREAS, A key council goal has been to increase representation throughout our organization, with a focus on Board and Commission members. It is vital to bring different perspectives to the table in order to make informed and inclusive decisions for the benefit of our entire community. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF HOPKINS HEREBY ORDAINS AS FOLLOWS: SECTION 1. Section 2-68 of the Hopkins City Code is hereby amended to add the double underlined language and delete the stricken language as follows: Sec. 2-68. - Planning and zoning commission. (a) Establishment of the planning and zoning commission. The planning and zoning commission is created and continued. (b) Members; qualifications. The commission shall consist of seven persons of which no less than six shall have been a resident of the city for one year or more on the date of appointment and up to two ex-officio non-voting youth members. At the sole discretion of the city council, one member may be a manager, owner or have substantial ownership stake in a business that is located within the corporate limits of the city. The commission shall also have one staff liaison to be appointed by the city manager. Each member except the staff liaison and ex-officio youth members shall have the right to vote on all matters before the commission. Members who discontinue legal residency in the city or fail to maintain the requirements eligible to serve as a business representative shall automatically be deemed to have resigned from the commission as of the date of such discontinuance. (c) Terms. Member terms of office shall be for two years. Three members of the commission shall be appointed on July 1 of each odd -numbered year and four shall be appointed on July 1 of each even-numbered year. Members appointed to complete a current term of office shall be considered to have served a term of office if the appointment is to an office which is less than half completed. If the appointment is to an office which is more than half completed the appointment will not be considered a term of office. Members shall serve no more than two consecut ive terms of office. The youth member(s) shall be 14 to 18 years old at the time of selection, serve a one - year term, and shall be eligible for reappointment if in good standing at the end of each term. (d) Compensation. The commission shall serve without compensation other than such compensation as its members may receive for other services performed for the city. (e) Appointment. The appointments shall be made by the mayor with the approval of the council the city council and any member of the commission may be removed by a majority vote of the council for misconduct or neglect of duties. (f) Officers. The commission shall elect a chairperson from among its members and such other officers as its bylaws may provide. The chairperson shall not be the business representative unless that member is also a resident of the city. The administrative assistant of the community development department shall act as secretary of the commission and the city attorney shall act as legal counsel for the commission. (g) Bylaws. The commission shall adopt bylaws governing its procedures. (h) Duties. The commission is the board of adjustment and appeals as provided in city zoning regulations and has the powers and duties assigned to it by the zoning code and by law. (i) Advisory body. The commission is advisory to the city council. SECTION 2. Section 2-69 of the Hopkins City Code is hereby amended to add the double underlined language and delete the stricken language as follows: Sec. 2-69. – Park Board. (a) Established; members. There is created and continued a park board for the city, consisting of six seven members to be appointed as follows: one staff liaison to be appointed by the city manager for a term of one year; and five seven members at- large, each to serve for no more than two consecutive terms of two years. Three Four of the at-large members of the board shall be appointed on July 1 of each odd - numbered year and the other two three at-large members, shall be appointed on July 1 of each even-numbered year. The commission shall also have one staff liaison to be appointed by the city manager. The membership also includes up to two ex-officio non-voting youth members. All appointments, except those otherwise hereinabove provided, shall be made by the mayor with the approval of the council city council. A member of the board may be removed by the mayor with the approval of the council city council for misconduct or neglect of duties. Each member except the staff liaison member and ex-officio youth members shall have the right to vote on all matters before the board. (b) Compensation; term. Members of the board serve without compensation and their respective terms of office shall expire at the end of the time for which they are appointed, not to exceed their term of office for which they have been elected to the respective governing bodies. A member who is appointed to fill a vacancy to a term which is less than half completed shall be deemed to have served a full term of office. If the appointment is to a term which is more than half completed, the appointment shall not be deemed to constitute a term of office for the purpose of calculating the maximum length of service allowed herein will not be considered a term of office. (c) Officers, rules and meetings. Immediately following appointment of and acceptance of such appointment by all members of the board, the board shall meet and/organize by electing such officers as may be necessary, and adopt such rules, by-laws and regulations for the conduct of its work as it deems necessary and advisable. The board shall meet at least once each quarter. Three members present at a regular or special meeting of the board shall constitute a quorum. (d) Secretary. The director of public works may, with the approval of the manager, serve as the executive officer of the board and may act as its secretary, in a relationship similar to that of the superintendent of schools to the board of education. (e) Program, facilities and operation. The board shall advise the council in conducting a public recreation program for the city and its immediate vicinity and to that end shall advise in the providing, conducting and supervising of recreation areas, facilities, services and programs for public recreation in its broadest sense, including playgrounds, parks, playfields, swimming pools, beaches, camps, indoor recreation centers and any and all other recreation facilities and activities either within or without the corporate limits of the city upon property under the custody and management of the city or on other public or private property with the consent of the owners of such property. The board shall advise the council in the operation of parks and recreation areas and facilities now owned or hereafter acquired by the city and may advise the city to enter into agreements of a cooperative nature with other public and private agencies, organizations or individuals when, in the judgment of the board, such procedure would prove advantageous. (f) Reports and recommendations. The board shall, annually on or before September 1, render a full report to the council covering its operation for the preceding 12 months, together with its recommendations and an estimate of the funds required for its work for the ensuing year. The board shall also render such other regular or special reports, advisory recommendations, or make such investigations as it deems advisable or as may be requested by the council. SECTION 3. In accordance with Section 3.03 of the City Charter and Minn. Stat. § 412.191, subd. 4, due to the significant length of this Ordinance, City staff shall have the following summary printed in the official City newspaper in lieu of the complete ordinance: On May 18, 2021, the Hopkins City Council adopted Ordinance 2021-1165 that amends Chapter 2 of the Hopkins City Code. The purpose of amending the City Code is to increase the number of Park Board Members from 6 to 8 and to clarify terms for Park Board and Planning and Zoning Commissioners. A printed copy of the ordinance is available for inspection during regular business hours at Hopkins City Hall and is available online at the City’s web site located at www.hopkinsmn.com. SECTION 5. The effective date of this ordinance shall be the date of publication. First Reading: May 4, 2021 Second Reading: May 18, 2021 Date of Publication: May 27, 2021 Date Ordinance Takes Effect: May 27, 2021 By: ____________________________ Jason Gadd, Mayor ATTEST: ______________________________ Amy Domeier, City Clerk