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VII. 2. Planning & Zoning Commission 2022 Work Plan To: Chair and Planning & Zoning Commissioners From: Jason Lindahl, City Planner Date: January 25, 2022 Subject: Advisory Board Handbook and Planning & Zoning Commission 2022 Annual Work Plan Proposed Action Recently the City developed two new resources to help guide the work of the City’s boards and advisory commissions. Attached for your reference please find the Advisory Board Handbook and a draft Planning & Zoning Commission 2022 Annual Work Plan. During the meeting, staff will review both documents with the Commission and take questions and comments. Overview The Advisory Board Handbook details the roles, responsibilities for advisory board members and the process to facilitate their respective meetings. Much of this same information has been provided to commissioners in the past through different trainings. The handbook serves as a general reference for all advisory board members. The work plan is intended to allow for the City Council to better communicate with and monitor the work of the Planning & Zoning Commission. In 2022, the work plan will include review of the updated zoning ordinance, training opportunities and the process to work with the City Council to develop the 2023 work plan. Attachments • Advisory Board Handbook • Planning & Zoning Commission 2022 Annual Work Plan Board/Commission Member Handbook 1 | P a g e CONTENTS UPDATED JUNE 2021 Inside the City ............................................................................................................................................................................. 3 Mission & Vision ............................................................................................................................................ 3 Local Government Structure ..................................................................................................................... 3 Department Functions ................................................................................................................................. 4 City Council ................................................................................................................................................... 5 City Leadership .............................................................................................................................................. 5 Staff Liaisons ................................................................................................................................................... 5 About Boards & Commissions ................................................................................................................................................ 6 Roles ................................................................................................................................................................. 6 Membership & Guidelines ........................................................................................................................... 7 Membership Requirements ......................................................................................................................... 7 Ex-Officio Youth Membership Requirements ........................................................................................ 7 Key Players ..................................................................................................................................................... 8 Appointments and Chair Assignments ..................................................................................................... 8 Annual Calendar ............................................................................................................................................ 9 Annual Work Plan....................................................................................................................................... 10 Committees and Working Groups ......................................................................................................... 11 Committee/Working Group Membership & Guidelines ................................................................... 12 Disbanding..................................................................................................................................................... 14 Guiding Documents .................................................................................................................................... 14 Meetings ...................................................................................................................................................................................... 15 Types of Meetings ....................................................................................................................................... 15 Attendance ................................................................................................................................................... 15 Quorum and Voting ................................................................................................................................... 17 Meeting Packet ............................................................................................................................................. 17 Agenda ........................................................................................................................................................... 18 Minutes .......................................................................................................................................................... 19 Robert’s Rules of Order............................................................................................................................ 20 Open Meeting Law...................................................................................................................................... 21 Ethical and Respectful Conduct ............................................................................................................................................. 22 Conflict of Interest ..................................................................................................................................... 22 Gifts ................................................................................................................................................................ 22 Respectful Behavior .................................................................................................................................... 22 Board/Commission Member Handbook 2 | P a g e Code of Ethics ............................................................................................................................................. 23 Communication, Social Media & Media Relations ............................................................................................................. 24 Communication with City Council ......................................................................................................... 24 Communication ........................................................................................................................................... 25 Communication with the Public .............................................................................................................. 25 Social Media .................................................................................................................................................. 26 Media Relations ........................................................................................................................................... 26 Data Practices & City-Issued Devices .................................................................................................................................. 28 Data Practices .............................................................................................................................................. 28 City-Issued Devices .................................................................................................................................... 28 Board/Commission Member Handbook 3 | P a g e INSIDE THE CITY Mission & Vision Mission: Inspire. Educate. Involve. Communicate. Vision: Creating a spirit of community where…  All people feel safe and respected, and diversity is celebrated.  Business growth is supported, and a vibrant downtown is maintained.  People enjoy exceptional government services, neighborhoods and outstanding schools . Local Government Structure Hopkins is a Charter City.  City Council consists of the Mayor and four Council members.  The vote of the Mayor counts the same as Council member vote.  Mayor and Council all serve at-large (the entire community).  Under the Council-Manager Plan, the Council has complete control of the City administration but exercise this control exclusively through the City Manager.  The City Council is responsible for policy and legislative decisions. Board/Commission Member Handbook 4 | P a g e Department Functions Administration & Community Services  Strategic Planning & Visioning  City Council Coordination  Community Engagement  Legislative Agenda  Elections  Data Practices  Records Management & Licenses  Purchasing/Supplies  Communications  Media and publications  Marketing and branding  Website and social media  Human Resources  Personnel  Training  Legal compliance Payroll & benefits  Recruitment  Compensation/Negotiations  Employee On-Boarding  Engagement & Wellness Committee  Building Inspections  Mechanical & Plumbing Inspections  Property Maintenance Inspections  Rental Housing  IT  Network Security  Device Management  Innovation & Process Improvement  Activity Center  Art Center Finance  Budget & Financial Planning  Financial Reporting  Investments  Accounts payable & receivable  Utility Billing Joint Recreation with Minnetonka  Shady Oak Beach  The Depot  Recreation programming  Outdoor ice rinks  Summer park guest services Fire  Inspections  Investigations  Fire suppression and prevention  Community EMT visits  Emergency preparedness Planning & Economic Development  Planning  Zoning  Economic Development  Public Housing  Housing  Long-Range Comprehensive Planning Police  Patrol  Investigations  Community outreach  Crime prevention  Records Public Works  Street maintenance  Parks maintenance  Building maintenance  Fleet maintenance  Utility operations  Electrical  Garbage & recycling  HVAC  Engineering - Design - Project Management - GIS - Training - Legal compliance  Water Treatment Plant  Pavilion Board/Commission Member Handbook 5 | P a g e City Council Mayor Jason Gadd Alan Beck Rick Brausen Kristi Halverson Brian Hunke City Leadership Mike Mornson, City Manager  The City Manager is the Chief Executive Officer for the City. The City Manager is appointed by the Council to carry out their policy direction and oversee city operations. A key duty of the City Manager is overseeing the hiring and managing of City Staff. Ari Lenz, Assistant City Manager Staff Liaisons Amy Domeier, Charter Commission Julia Ross, Multicultural Advisory Committee (MAC) PeggySue Imihy, Park Board Jason Lindahl, Planning & Zoning Commission Board/Commission Member Handbook 6 | P a g e ABOUT BOARDS & COMMISSIONS Roles Objectives of Boards and Commissions:  City Council establishes Boards and Commissions to engage residents in City work.  City staff supports Boards and Commissions to assist with effective governance.  Board and Commission members serve the community and can participate in meaningful work. Council  Make policy-level decisions  Hire & supervise City Manager  Appoint advisory boards and commissions  Approve - Budget and related work plan - Ordinances and policy decisions - Development proposals - Variances and rezoning requests Staff  Provide best efforts and technical advice to Council  Manage operations and staff  Propose budget and policies  Carry out Council decisions  Deliver services  Equitable enforce codes and policies Advisory Boards, Commissions & Task Forces  Provide community perspective on values and needs  Propose work plan items  Advise the council through work plan charges  Hold hearings as directed by Council  Assist as directed in work plan with engagement efforts Board/Commission Member Handbook 7 | P a g e Membership & Guidelines Boards & Commissions Membership  Members are selected by City Council.  All appointments have term limits.  Subject to Open Meeting Law.  The City Manager appoints a staff liaison who provides administrative support to the board/commission as a body. Guidelines  Boards and commissions are established to advise the City Council  Establishment and missions are outlined in City code  Boards and commissions are on-going  Meetings of boards and commissions are public meetings  Commissions can establish committees and working groups Membership Requirements  Must be 18 years of age or older  Must live in Hopkins*  Terms are two years in duration *At sole discretion of the City Council, one member of the Planning & Zoning Commission may be a manager, owner or have a substantial ownership stake in a business located with the corporate City limits of the City of Hopkins. Ex-Officio Youth Membership Requirements  Must be 14-18 years of age at the time of selection  Must be a student in the Hopkins School District  Terms are one year in duration  Non-voting members  Ex-Officio Youth Members may not serve on the Charter Commission Board/Commission Member Handbook 8 | P a g e Key Players Chair  Prepare agenda with Staff Liaison  Lead meeting and facilitate discussion  Facilitate development of annual work plan  Maintain meeting decorum  Consult with members regarding attendance issues  Encourage participation by all members and the public  Mentor and assist with training of new members Vice-chair  Supports the Chair as needed  Performs the Chair duties if the Chair is unavailable Staff Liaison  Support Chair in preparing agendas and meeting materials  Work with Chair to ensure bylaws are followed  Record and prepare meeting minutes  Maintain records  Provide technical expertise and access to City resources  Provide official notice of meetings  Relay information from City Council and Administration  Train in new members Appointments and Chair Assignments Appointments: Committees and working groups work at the discretion of the entire commission so therefore the commission makes the appointments of all members. Resignation or Removal: Committee and working group members may voluntarily resign by notifying the chair of the group. A committee or working group member may be removed by a majority vote of the commission. Committee or Working Group Chair Assignments: Every committee and working group should have regular member(s) serving as the chair or co- chairs. The commission approves the selection of chairs. Chair Duties:  Set the meeting schedule  Prepare meeting agenda  Maintain meeting decorum  Recommend members (working group) and notify commission of changes in membership  Report on the group’s activities to the regular commission meetings  Ensure the group is working as directed by the commission  Communicate to the Committee or Working Group any directives, questions or input from the commission Board/Commission Member Handbook 9 | P a g e Annual Calendar Annual work plans ensure that the Commissions’ initiatives are aligned with the City Council’s priorities. Annual Work Plan Calendar January: Annual Work Plan Begins February: Annual Meeting June-August: Proposed work plan created by Commissions September: Work plans due! Oct./November: Work Plan proposals presented to Council December: Council reviews and approves work plans Board/Commission Member Handbook 10 | P a g e Annual Work Plan Council Request:  The Council Charge is a guide for Council to provide clear and specific direction to Boards and Commissions on.  Council Charge is given in instances when Council tasks a board or commission with an initiative.  City staff ensures Council identifies the charge level of the task.  The Council Charge concept is implemented in Board and Commission work plans. Charge 1: Study & Report 2: Review & Comment 3: Review & Recommend 4: Review & Decide Commission Role Study a specific issue or event and report its findings to Council Review a specific policy issue and staff will seek comments from each individual member of the group to pass on to Council Review a specific policy issue and provide a recommendation on the issue to Council Study, review and decide on an issue. The Decision will be the City’s official position on the matter unless the issue is formally reversed by Council Commission Vote No vote is taken by the commission No vote is taken by the commission A majority vote is required A majority vote is required Commission Recommendation No official recommendation is provided to Council No official recommendation is provided to Council An official recommendation is provided to Council No official recommendation is provided to Council Report Type Required: Advisory Communication & Staff Report Required: Staff Report Required: Staff Report Optional: Advisory Communication None Work Plan Approval Process: Approving work plans is a two-part process. Work plans development starts in the summer months and ends in December. Board/Commission Member Handbook 11 | P a g e 1 Chair and Staff Presents Proposed Work Plan to Council  Annual joint work session meeting (typically October or November)  Meeting Purpose: Chair and Staff Liaison to present proposed work plan and allow Council to ask clarifying questions from the chair 2 Council Review and Final Approval  City Staff provides comments to Council and propose any recommended changes.  City Council meeting (typically first meeting in December)  City staff will incorporate council changes and present proposed work plans to Boards and Commissions Committees and Working Groups Local governments often use a variety of Advisory groups, including Boards and Commissions, to work on City priorities. Commissions may create Committees and Working Groups to assist them with their work plan, however, committees and working groups work at the direction of the whole board and commission. Role of these groups:  Study issues in greater depth and report findings  Assist with community initiatives or events Board/Commission Committee Commission Members only Working Group Commission Members Public Members Board/Commission Member Handbook 12 | P a g e Committee/Working Group Membership & Guidelines Committees Membership  The commission selects at least two, but less than a quorum of members  All members must be members of the commission  The commission selects a chair or co- chairs  Not subject to Open Meeting Law Guidelines  Committees are established with the approval of the commission to assist with a work plan initiative  The commission has final recommendations on all matters which the committee has been given guidance  Staff does not participate or provide regular support to committees  Meetings of Committees are not public meetings Working Groups Membership  The commission selects at least two, but less than a quorum of members  Members may be members of the commission or public members  The commission selects a chair or co- chairs  Not subject to Open Meeting Law Guidelines  Committees are established with the approval of the commission to assist with a work plan initiative  The commission has final recommendations on all matters, which the committee has been given guidance  Staff does not participate or provide regular support to committees  Meetings of Committees are not public meetings Boards and commissions should consider creating a working group when:  The board or commission members need more support.  The work requires a specific expertise or time.  The work needs more community engagement to identify issues and concerns (Note: Council may also create committees and working groups which may include B&C Members, those groups would fall under the Council’s direction.) Board/Commission Member Handbook 13 | P a g e Key Components of Working Groups Establishment  Prior to the establishment of a working group, the commission should complete a proposal to determine the need of the working group  The proposal should be approved by the commission at a regular scheduled meeting Public Notice/Advertisement  The commission must put out notice of the establishment of the working group (i.e. press release, city communication channels)  Notice should be given a minimum of 14 days so interested individuals can come forward to volunteer Leadership  The chair or co-chair positions should be held by voting commission members  The commission appoints the chair or co-chairs Size  Working groups should not exceed seven members (five is preferable) Time  Working groups are established for a set time in order to complete a task set forth by the commission Disbanding  The commission can disband a working group at any regular meeting by a majority vote  In the case that no member of the commission is available to serve, the working group will be automatically disbanded Work  Working groups do not provide direction to the commission  The commission has final recommendation on all matters Board/Commission Member Handbook 14 | P a g e Disbanding Committees and working groups are not intended to be ongoing. These groups can be disbanded by a majority vote of the commission or they will automatically disband in the following instances:  Completion of work/charge  No member of the commission is available to serve Guiding Documents 1 City Code  Outlines general roles of boards and commissions  Identifies each board or commissions mission  If there is discrepancy between city code and other guiding documents, city code prevails 2 Work Plan  Work approved and directed to the commission by Council 3 Member Handbook  The guide you are reading right now! Board/Commission Member Handbook 15 | P a g e MEETINGS Types of Meetings 1 Regular Meetings  All Commissions have a regular meeting schedule; e.g., “7 p.m. on the fourth Thursday of each month.”  Regular meetings can be rescheduled if members and the public are given notice at a prior meeting  If notice at a prior meeting cannot be given for a schedule change, the regular meeting is considered to have been cancelled and a special meeting called  At the regular February meeting, each commission holds annual elections for Chair and Vice Chair 2 Special Meetings  A meeting held in addition to the regular meeting schedule  A meeting scheduled without notice at a prior meeting 3 Joint Work Session Meeting  Work sessions are held jointly with City Council  Every Commission has at least one a year  Goal is to review work plan and get direction if needed **Meetings may be recorded and televised Attendance Attendance Policy: Board and Commission members are expected to meet attendance requirements. Park Board  If a member fails to attend four regular meetings per year (July 1 to June 30), they will be removed from the Board effectively immediately upon their fourth absence. Under this scenario, members cannot request reappointment, but can reapply for the Board for the following year. Planning & Zoning Commission  If a member fails to attend four regular meetings per year (July 1 to June 30), they will be removed from the Board effectively immediately upon their fourth absence. Under this scenario, members cannot request reappointment, but can reapply for the Board for the following year. Board/Commission Member Handbook 16 | P a g e Counted vs Not Counted: Board and commission meetings listed under “Counted toward Attendance” will be used to factor into the board and commission attendance policy. “Not Counted towards Attendance” are not used in the formula. * A rescheduled meeting occurs when members are notified of a new meeting date/time at a prior meeting. If shorter notice is given, the previously scheduled meeting is considered to have been cancelled and replaced with special meeting. ** A cancelled meeting can be done by the Chair, City Council, and City Manager or by the majority of voting members. Reasons a meeting may be cancelled include:  Insufficient business  Conflict with a holiday or religious observance  Inclement weather  Community emergency Attendance Sheets: Attendance sheets are maintained by the Staff Liaison, and any attendance issues will be discussed by the Staff Liaison with the Commission Member. Annually the City conducts an attendance assessment to identify attendance issues. Members Responsibility: Since attendance impacts quorum and the ability for a board or commission to conduct business, it is important to communicate conflicts in advance of the meeting. Members should contact the staff liaison if:  They cannot attend a scheduled meeting  They will be late or need to leave early Counted towards Attendance Regular Meeting with Quorum Regular Meeting without Quorum Rescheduled Meeting* Not Counted towards Attendance Special Meetings Joint Work Sessions Subcommittee or working group meetings Canceled Meeting** Board/Commission Member Handbook 17 | P a g e Quorum and Voting Voting:  Regular members can participate in voting  Youth members cannot participate in voting Quorum = A majority of seated voting members  Quorum is required to vote on business items  Meetings can be held without a quorum; however, members cannot “conduct business” by taking votes on motions Meeting Packet Each meeting packet contains:  Agenda  Draft Minutes  Reports and Recommendations The packet will be posted on the City’s website at least three days prior to your scheduled meeting. The packet will also be emailed to you at the email address provided on your application. It is important that you review the packet in advance to be prepared. Members should have the meeting uploaded on their City issued device to use as a reference at meetings. Board/Commission Member Handbook 18 | P a g e Agenda Static Items (will always appear) for Park Board Meetings: - Call to order - Adopt agenda - Community comment - Consent agenda - General business - Park area assignment reports - Announcements - Adjourn Static Items (will always appear) for Planning & Zoning Commission Meetings: - Call to order - Adopt agenda - Community comment - Consent agenda - Public hearings - Old business - New business - Announcements - Adjourn Each meeting packet contains:  Special presentations and recognitions Community Comment:  Residents can speak during community comment on any topic that is NOT already on the current agenda  Members should not engage in direct debate or dialogue with the resident outside of thanking them for the comment or noting when the item might be discussed by the Board or Commission in the future  Commissions should not take formal action from the content of the community commenter  Commenters must provide their name and address before speaking  Commenters have three minutes to speak Board/Commission Member Handbook 19 | P a g e Minutes Minutes are recorded at each Board or Commission meeting. Commissions may have an additional city staff person in attendance that supports the liaison with this particular task. Meeting minutes’ document actions taken at a meeting, not discussion. Meeting minutes will include:  Meeting name including the date, place and time  Members in attendance  Approval of previous meeting minutes and corrections, if any  Motions made (exact wording of the motion, who made the motion, seconded the motion, and the result of the vote)  Reports (can use bulleted lists)  Other actions Each meeting packet will contain a draft of the minutes from the previous meeting. Minutes are not verbatim and not all comments will be included. After the minutes are approved, your City Staff Liaison will submit the approved minutes for publication on the City’s website. Board/Commission Member Handbook 20 | P a g e Robert’s Rules of Order Hopkins Boards and Commissions use Robert’s Rules of Order to transact business through motions. Robert’s Rules of Order will prevail in the event of a procedural conflict. If a member is confused about procedure, they should ask their liaison or chair to assist. The City of Hopkins values creating an inclusive and respectful environment, members should always feel safe and comfortable to ask questions and not be intimidated by Robert’s Rules. General Principles:  Only one subject (main motion) is before the group at one time.  Negative motions are generally not permitted; phrase the motion as a positive action. If the Board or Commission does not want to take action, the motion should be voted down.  Only one member speaks at a time. Each speaker should first be recognized by the Chair. The maker of a motion is usually allowed to speak first and last.  Each item is presented for full debate. Each member speaks once until all members have had an opportunity to speak.  All members have equal rights. The rights of the minority are protected and heard, but the will of the majority prevails. Steps to a motion:  Member addresses the Chair and the Chair recognizes the member.  Member states motion “I move to adopt the policy.”  Another member seconds the motion “I second.”  Chair repeats the motion to the Board or Commission.  Motion is discussed by the group.  Members can make subsidiary motions that assist the group in disposing of the main motion, “I move to table this discussion to the next meeting.”  Members vote on the subsidiary motion.  If applicable, members vote on the main motion.  Chair announces the results. Board/Commission Member Handbook 21 | P a g e Open Meeting Law Why it exists:  Prohibits actions from being taken at a secret meeting, where it is impossible for the interested public to become fully informed concerning decisions of public bodies or to detect improper influences.  Ensures the public’s right to be informed.  Afford the public an opportunity to present its views to the public body. To Comply:  Provide public notice of the meeting a minimum of three days in advance.  Hold meetings in public places. Violation of Open Meeting Law: There is a violation of open meeting law if there is discussion of business between quorums of members outside of a publicly noticed meeting. Serial communication defined below is an open meeting law violation. Serial Communication: Serial communication in communication between Board and Commission members that lead to a concurrence among the majority of the members. Serial communication may involve a series of communications (example: email, face-to-face, text) which each communication involving less than a quorum of the Board or Commission, but when taken as a whole, involve a majority of the Board or Commission. Ensure Compliance:  Email communication intended for the group to your Staff Liaison for distribution.  Members should not “reply all” to group messages.  Members should not blind copy other members. Committees and Working Groups: While Committees and Working Groups are not covered under the Open Meeting Law, some Committee or Working Group meetings may be designated as public meetings by the City Council, or the Commission based on potential public interest on the topic. Board/Commission Member Handbook 22 | P a g e ETHICAL AND RESPECTFUL CONDUCT Conflict of Interest Definition: Any member who has a financial interest in, or who many receive a financial benefit as a result of, any Board or Commission action or if there is potential for the appearance of conflict of interest. Members who have a conflict of interest must:  Disclose the conflict of interest to the group, and  Abstain from discussing or voting on the matter. Gifts  Members may not receive gifts from any “interested person” in conjunction with their Board and Commission duties.  Board and Commission can recommend acceptance of general gifts through the City’s donation policy.  Please refer to City Policy 2-F Ethics and Gifts. Respectful Behavior Members should strive to:  Treat people with courtesy, politeness and kindness.  Encourage others to express their opinions and ideas.  Listen to what others have to say.  Use the ideas of others to improve decisions and outcomes.  Recognize and respect differences. Members should avoid:  Speaking over or cutting off another individual member of Staff Liaison’s comments.  Insulting, disparaging or putting down people or their ideas.  Bullying other members or Staff Liaison by displaying a pattern of belittling, demeaning, judging or patronizing comments. Violence or the threat of violence will not be tolerated. The Chair or the Staff Liaison can call for the removal of any anyone who threatens or commits an act of violence. Board/Commission Member Handbook 23 | P a g e Code of Ethics  I have been entrusted by the Hopkins City Council to perform my duties and services as a volunteer Board or Commission Member in a manner that is always in the best interests of the community of Hopkins.  While honest differences of opinions may develop, I will work harmoniously with other Board or Commission Members to assure residents and businesses the services they require.  I will invite all residents to express their opinions so I may be properly informed prior to making my decisions. I will make decisions based solely upon the facts available to me. I will support the final decision of the Board or Commission.  I must devote time, study and thought necessary to carry out my duties.  I understand that the Board or Commission Members recommend policies, the City Council establishes policies and Staff is responsible for administering the policies of the City Council.  I understand that as a Board or Commission Member, I have no authority outside of the proper meeting of the Board or Commission.  I understand that all Board or Commission meetings shall be open to the public, except as provided by law.  I understand that it is my duty as a Board or Commission Member to treat all residents, staff and fellow Board and Commission Members in a respectful and professional manner at all times.  I will withdraw from discussion and decision -making actions in cases where I have a conflict of interest and I will disclose those conflicts of interest when they arise. Board/Commission Member Handbook 24 | P a g e COMMUNICATION, SOCIAL MEDIA & MEDIA RELATIONS Communication with City Council When presenting recommendations to City Council it is essential that Board and Commission members keep the following in mind:  Recommendations should be in written form.  Ideas should be expressed in clear and concise language.  Proposed solutions should be viable and cost-effective.  Recommendations should identify reasons for the changes suggested.  Advice should reflect the views of a consensus or a majority of Board and Commission members. Role of Staff Liaison: One of the primary roles of the Staff Liaison is to assist in delivering information from the City Council to, and vice versa. It is the responsibility of the Staff Liaison to communicate the guidance of their Board and Commission completely and impartially. Communication Tools: Boards and Commissions have five primary tools for communication with the City Council. Since Council time is limited and it is important that all members of the Council receive the information, it is imperative that communication is done through these formal channels. The table below outlines each tool and its intended purpose: Meeting Minutes  Meeting minutes are intended to give members a record of Board and Commission proceedings. After the minutes are approved, they are uploaded to the City website Agenda Center. Joint Work Session  Joint work sessions are held at least once a year. This is an opportunity to update the Council on the Commission’s work plan and to get Council feedback on the progress to date. Annual Work Plan  The annual work plan process enables Commissions to share their goals for the upcoming year. The Council reviews those goals and other ideas before giving final direction on Commission priorities.  Council will assign each work plan item a Council Charge Staff Reports  Staff reports are prepared by staff to forward a regulatory item or other goal from the Commission’s approved work plan to a Council meeting for approval or direction. It is staff’s responsibility to outline the Commission’s recommendation, as well as staff’s recommendations, and to highlight any important differences between the two. Advisory Communication  Advisory communication is prepared by the Commission members under the direction of the Commission. The template should be used when the Commission wants to give input on an issue but due to timing or the nature of the issue, meeting minutes are deemed insufficient. Advisory communications should be used if the Commission wishes to advise the Council on a top not included on their approved work plan. Board/Commission Member Handbook 25 | P a g e Communication Meetings: The City has several tools to communicate with the public. One of the most important is the regular meetings of the City Council and Boards and Commissions. The meetings are shown on cable TV and are streamed on the web. Actions and discussions about major issues are occasionally the subject of follow up news stories, and members’ remarks are sometimes quoted. Hopkins Highlights: The City has its own newsletter, Hopkins Highlights, which is published monthly and sent along with the utility bills to the community. A number of apartments have arranged to have copies of the Highlights delivered directly to them. Each City department is solicited to provide content for the newsletter. State law imposes some restrictions on the use of officials’ photos in city publications. Connections: The City publishes the Connections E-Newsletter for residents and business people who would like the latest information from the City delivered directly to in their inbox. Connections features concise, up- to-date news, and is distributed weekly. Website: The City maintains its own website at www.hopkinsmn.com, hosted on servers operated by an outside vendor. The site permits “webstreaming” of the video of Council meetings and bulk lists of email addresses to receive messages on various topics. The website includes the latest meeting schedule and announcements of general interest. Video/Cable Channel: City related videos appear on channels set aside by cable television operators for local government programming. Hopkins programs appear on Cable Channel 16 on Comcast systems. Along with regular meetings of the Hopkins City Council and Zoning and Planning Commission, the channel carries other programs of special interest. The channel also carries a text “bulletin board” of upcoming City events. Communication with the Public We want members to promote their Board and Commission’s work with the public. Members are asked to take care when conveying:  Any decisions of the Board or Commission based on the information shared and resulting discussion of the group during open meetings. Board/Commission Member Handbook 26 | P a g e Social Media Members of City Boards and Commissions are increasingly called upon to communicate with the general public and stakeholders via a wide variety of channels including social media. Many members use social media in various ways. However the ‘personal’ style of social media can make it difficult to draw the line between public/professional and private use. As an ambassador of the City, it is important to remember that your statements and opinions must remain personal and cannot be regarded as representing the City’s nor your board or commission’s official position. Please consider this when posting on social media on topics that could be related to your work with the City and do not give the impression that you are speaking on behalf of the City, board or commission. Exercise good judgment and remember that even when you write in your personal capacity, you are still a board or commission member. Please refer to the Open Meeting Law section of this handbook. Open Meeting Law does apply to social media use. Media Relations Hopkins City government activities are regularly covered by the Sun Sailor newspaper. Other Twin Cities publications also cover the community, but on a less regular basis. Resident surveys in the previous decade indicated that no single paper reaches a majority of citizens. The City issues news releases to the newspapers as events warrant. The City cannot dictate whether a paper runs coverage on an item, and the City cannot control what content will be published unless the City buys advertising space for it. The weekly papers often cooperate with the City to get important messages to the public. News releases are also posted immediately to the City website. The City also posts information on Facebook, Twitter and Nextdoor. As a Board or Commission member, you may sometimes be asked to communicate information to the public or media. Communicating accurate, timely and professional information is important to the quality and credibility of this information. Things to remember as a member include:  You are an ambassador of the City. You represent the interests of the City, and your words and actions reflect that role.  If you are asked to be interviewed as a member, it is generally recommended that you first talk with your staff liaison. Reporters who cover Hopkins have a variety of levels of experience, both with the community and in their careers. Members who speak with reporters should be careful not to assume that the Board/Commission Member Handbook 27 | P a g e reporters have a great deal of information on the subject about which they will write. Reporters will need clear explanations of the jargon that is sometimes used within government. It is also important for officials to make clear whether they are speaking for only themselves, or whether they are in a position to speak for the entire Board or Commission, or for City government as a whole. It is also important for members to understand the meaning of speaking “off the record” and the risks that may involve. During interviews, most reporters will ignore attempts by officials to say “That was off the record” after the fact or without a previous agreement. If an official and a reporter reach such an agreement in advance, it should be clear when the agreement starts and stops. The danger is that the reporter will decide the conversation is back on the record while the official believes it is still private. Officials should also make it clear in advance what they mean by “off the record”: Information that should not be published at all, or information that can be published, but not attributed to a person. Ultimately, living up to an agreement to go off the record is purely up to the reporter; Minnesota courts have ruled that news organizations that break those agreements cannot be held at fault. Board/Commission Member Handbook 28 | P a g e DATA PRACTICES & CITY-ISSUED DEVICES Data Practices Under the Minnesota Data Practices Act, all data created or collected by a government agency are presumed public. The exceptions come if there is a federal or state law that categorizes data as “not public.” Through the years, many exceptions have been approved by the legislature, and guidance from the City Attorney may be required in some cases to determine the status of a document. Correspondence between elected officials and constituents is classified as private data, but can be made public by either the constituent or the official. The City of Hopkins supplies each member with an email address on the City’s system. Members can access the account through a web-based interface, similar to Hotmail or Gmail. The address of the City-provided email account is public information. As a government agency, the City is subject to public disclosure laws. All files and documents, including personal messages and Internet logs, are owned by the City and may be subject to open records requests under law. Users should have no expectation of privacy. Staff will also ask commission members for an email address or phone number where they can be reached. Communication through these channels is subject to data practices. City-Issued Devices The City has provided IPads to Board and Commission members for their use. IPads are subject to the City’s Electronic Use Policy. A copy of the policy will be provided when members receive their IPad. Members are expected to use the IPad with good judgement in a professional and businesslike manner. Users should have no expectation of privacy or confidentiality when using these resources. Planning & Zoning Commission 2022 Annual Work Plan Proposal - DRAFT Complete each section with a white background & designate it initiative is new or a continuation from the previous year Initiative ☐ New Initiative ☒ Continued Initiative ☐ On-Going Initiative Target Completion Date Budget Required Staff Support Required Council Approval Zoning Ordinance Update July/August 2023 $97,750 allocated in 2020 Staff and the consultant team will provide a staff report Progress Report: The Zoning Update Working Group has reviewed 2 of 3 modules. This group is scheduled to review the 3rd and final module in February. A Working Draft of the new zoning code is anticipated for March/April with community open house in April. The full review schedule for the Planning & Zoning Commission is detailed in the attached calendar. Initiative ☒ New Initiative ☐ Continued Initiative ☐ On-Going Initiative Target Completion Date Budget Required Staff Support Required Council Approval Planning & Zoning Commission Training On-going $349 paid in 2021 None Progress Report: For the last several years, City staff and the City Attorney have provided basic legal training to the Planning & Zoning Commissioners in late summer or early fall as the schedule allows. Staff has identified a number of training videos to supplement the annual legal training and will discuss with Commissioners how best to work this additional training into their schedule. Ongoing Responsibilities Review and conduct public hearings for development applications and make recommendations to the City Council Complete Zoning Code update process Planning & Zoning Commission 2022 Annual Work Plan Proposal - DRAFT Other Work Plan Ideas Considered for Current Year or Future Years Community education and implementation of new zoning code Proposed Month for Work Session: October 2022 Staff Comments: Staff will present the draft 2022 Annual Work Plan to the Commission during their regular January meeting. Based on feedback from the Commission, staff will update the draft work plan and present it to the City Council at their February 8th work session for further discussion and comment. Council Comments: PLANNING & ZONING COMMISSION ANNUAL CALENDAR - DRAFT January • Review Advisory Board Handbook • Review and Discuss Draft 2022 Annual Work Plan • Planning & Zoning Commissioner Training February • Zoning Update Working Group Module 3 Meeting (February 2) • Chair and City Planner to Present Draft 2022 Annual Work Plan at City Council Work Session (February 8th) • Annual Meeting & Election of Chair and Vice Chair for 2022-2023 (February 22) • Planning & Zoning Commissioner Training March • Zoning Working Group Wrap-Up Meeting • Planning & Zoning Commissioner Training April • Zoning Update Community Open House • Planning & Zoning Commissioner Training May • Public Hearing for Zoning Ordinance Update • Planning & Zoning Commissioner Training June • Public Hearing for Zoning Ordinance Update (If Necessary) • New Commissioners for 2022-2023 Invited to Observe Meeting • Begin Discussion of 2023 Annual Work Plan • Planning & Zoning Commissioner Training July • New Commissioners for 2022-2023 Sworn In and Begin Term • Zoning Ordinance Update to City Council for Action – Planning & Zoning Commissioners Encouraged to Attend City Council Meeting • Continue Discussion of 2023 Annual Work Plan • Planning & Zoning Commissioner Training August • Continue Discussion of 2023 Annual Work Plan • Planning & Zoning Commissioner Training September • Final Draft of 2023 Annual Work Plan • Planning & Zoning Commissioner Training October • Chair and City Planner to Present 2023 Draft Annual Work Plan at City Council Work Session • Planning & Zoning Commissioner Training November • City Council Takes Action of 2023 Annual Work Plan • Planning & Zoning Commissioner Training December • Regular Planning & Zoning Commission Scheduled for December 27th Subject to Change. Please Hold December 13th as Alternative Date