Memo- Board and Commission Communications
0 Administrative Services -
Office of the City Manager
I~emoranduln
To: Honorable Mayor and Members of the City Council
From: Steven C. Mielke, Hopkins City Managerjftr.
'"
Date: June 14, 1999
Subject: Board and Commission Communications
The Council has requested a change in the method of communication with the boards
and commissions. This proposal is to serve the following goals:
1. To increase exposure of Board and Commission activities to the full council.
C) 2. To provide more time for the council to discuss issues at a second monthly
Worksession.
The following table outlines the various boards and commissions and the reporting
responsibilities.
Board I Commission Reg Mtg Date Council ROt, Date Notes:
Charter Annually As needed No report unless called.
Chemical Health First Monday Third Tuesday Report by Chair
Human Rights Third Monday First Tuesday Report by Chair
Park Third Monday First Tuesday Every other month unless called.
Police Civil Service Quarterly As needed Report by staff
Zoning & Planning Last Tuesday First Tuesday Report by Chair
Others:
Cable Commission Quarterly As needed Report by council liaison.
Neighborhood Contact N/A As needed Report by council liaison.
HCA Operations Bd. Second Wednesday As needed Report by Chair
In order to effectuate the change I recommend the following actions:
1. Informational memo to all Board and Commission members informing them of the
0 change.
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0 2. Personal discussions with Board Chairs asking them to attend the Council meetings
designated for their board or commission.
3. Providing a report format to assist the Chair in formulating their reports.
4. Adoption of a job description for board members and chairs to assist the volunteers
to know their responsibilities as a board or commission members.
5. Adoption of a Legislative policy detailing this initiative.
Attachments:
Board I Commission Member Job Description - Zoning and Planning Commission
Board I Commission Report Format
Board I Commission Chair Job Description
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0
0 BOARD / COMMISSION REPORT FORMAT
This form is intended to assist Board and Commission Chairs in the reporting of activities
to the City Council.
Board / Commission:
Meetnng Date:
Agenda Topic(s) 1.
Action / Discussion / Recommendation:
2.
Action / Discussion / Recommendation:
0
3.
Action / Discussion / Recommendation:
0
0 BOARD / COMMISSION CHAIR
JOB DESCRIPTION
Duties/ Responsibilities
(to be developed)
0
0
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Job Description
City of Hopkins Mission Statement
The City ofHoplcins is to
Commission Purpose
The Commission is designed to serve in an advisory capacity to the City Council and
Administration and is further empowered to perform certain quasi-judicial functions.
Commission Duties and Objectives
The objectives of the Commission are to guide future development of land, services and
facilities so as to ensure a safer, more pleasant and more economical environment for
residential, commercial, industrial and public activities and so as to promote the public
health, safety, morals, and general welfare, including the aesthetic, social, economic,
physical, and environmental quality of the entire City in the context of the metropolitan
0 community. To bring about the achievement of these objectives the Commission shall:
(a) Establish community development objectives and policies;
(b) Make development plans;
(c) Increase public understanding and acceptance of planning practices;
(d) Co-ordinate development actions affecting City growth;
(e) Make decisions relating to acceptance of subdivisions (Subdivision Code);
(f) To act in an advisory capacity to the City Council in all matters wherein
powers are assigned to the City Council by state law or City Charter
concerning comprehensive planning, zoning, platting, environmental
regulations, and other matter of general planning nature.
(g) To initiate direct and review the provisions of the Zoning Ordinance and
the subdivision regulations and to report to the City Council its
recommendation.
(h) Review all matters relating to or affecting the physical development of the
City;
(i) Draft and recommend to the City Council for adoption, regulations and
ordinances authorizing and empowering the enforcement of its findings
and conclusions relating to the physical development of the City.
G) Serve as a forum for citizen, business and community involvement and
expression on the above mentioned elements.
(k) To prepare and recommend to the City Council a Comprehensive Plan for
() development of the City. The Plan shall include reasonable requirements
for streets, public grounds, and other public facilities and for the use of
land within the corporate limits.
('; (1) To recommend to the City Council changes to the Comprehensive Plan.
'. ._" (m) Review and recommend changes to the Municipal Public Parking System.
Commission Member Responsibilities
l. Familiarize and abide by the Zoning and Planning Commission Bylaws.
2. Attend majority of meetings; may miss no more than 4 regular meetings.
3. Actively participate by viewing subject properties and sharing views and opinions
on matters of commission business.
4. Participate on subcommittees ( if any).
(~,)
C')
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