Memo- Boards & Commission-Liaisons & CommunicationsMemorandum
Office of the City Manager
To: Honorable Mayor and Members of the City Council
From: Steven C. Mielke, City Manage
Date: March 6, 1998
Subject: Boards and Commissions — Liaisons and Communications
Over the past several months I have received input from various Council members
regarding the methods in which we communicate with boards and commissions. The
purpose of this memo is to summarize those issues and to offer an opportunity at the
work session to discuss and receive direction from the Council on these issues.
• Job descriptions for board and commission members.
When appointing board and commission members, we oftentimes are not
clear as to the duties and responsibilities involved in carrying out the duties of
the position. The suggestion has been made that we should develop board
and commission job descriptions that would clarify the roles and
responsibilities of positions.
• Training for members
New members, and even seasoned members of boards and commissions, do
not receive training prior to or as part of, their membership. The planning
commission is offered the opportunity to attend an orientation meeting
sponsored by the League of Minnesota Cities on their duties and roles, but
other commissions are not trained on their roles and responsibilities. It has
been suggested that an orientation session be held annually to review roles
and responsibilities for board and commission members, and to acquaint
them with the methods in which the city operates.
• Annual meetings with boards and commissions
It has been suggested that we consider holding an annual meeting with each
board and commission to discuss goals and objectives for the board and
commission, and to make sure that the board and commission and the
Council are working in like mind on issues.
Board and Commission Liaisons
Page 2
• Chair responsibilities
We do not provide any written or training documentation on the
responsibilities of the chairs of the boards and commissions. Typically, chairs
are promoted after a year or two on the commission, to the chair position, and
thus any inkling of duties must be gleaned from past chairs' actions. The
staff also tries to assist chairs with their roles when opportunities arise.
• Better communications
Some boards rarely, if ever, meet with the Council unless a significant issue
arises. It was suggested that we try to establish better communications with
boards and commissions with a variety of options on how to better those
communications. Suggestions have been made including having
representatives from the boards and commissions attend Council meetings;
have annual meetings with each board and commission; increase the board
and commission updates at the end of Council meetings; have staff provide
overviews of meetings; or dedicate time at work sessions to board and
commission issues.
In addition to the above mentioned items, the Council has asked that a discussion be
held about the role of liaisons, by the City Council, and whether or not they are
necessary, appropriate, and worth while.
The following boards and commissions have both staff and Council liaisons appointed:
• Zoning and Planning Commission
• Park Board
• Human Rights Commission
• Cable Commission
• Raspberry Festival
• Neighborhood Contact Committee
• Chemical Health Commission
The following boards and commissions have only staff liaisons:
• Civil Service Commission
• Charter Commission
• Hopkins Center for the Arts Operations Board
All of the above is a compilation of issues which have been brought to my attention.
During the discussion, staff would appreciate any direction the Council may have with
regard to changes in the way that we operate as we work with boards and
commissions.
mayorccbdcommliaison