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CR 91-128 Support Of Nomination - LMC Board Of Directors ,> ji- f . . . '~ ~ May 30, 1991 council Report # 91- 128 SUPPORT OF NOMINATION - LMC BOARD OF DIRECTORS proposed Aotion staff recommends adoption of the following motion: move to adopt Resolution 91-72 supporting and endorsina the nomination of steven C. Mielke to the position of Director of the Leaaue of Minnesota cities. Approval of this motion will allow for steven C. Mielke, City Manager to request nomination to the position of Director for the League of Minnesota cities. Overview The League of Minnesota Cities annually elects directors to the League of Minnesota cities Board of Directors. Inclusive of this process is a nominating committee whose charge is to review candidates and to recommend action to the full membership. The purpose of the proposed resolution is to demonstrate to the League of Minnesota cities that the city council would support the necessary commitment of time and resources necessary for steven C. Mielke to fulfill the obligations of the Director's position. Primary Issues to Consider ._.,.::::~ o What are the time and resource commitments necessary to be ari LMC Board member? o What are the benefits of Hopkins supporting and participating on the LMC Board of Directors? SUPDorting Doouments o Analysis of Issues o correspondence - Lynda Woulfe - Executive Assistant, LMC o Resolution 91-72 ~~ steven C. Mielke, City Manager -'!--' F . . . ) -)<-::'''''i Page 2 CR Report 91-128 LMC Board of ,Directors staff Ana1vsis o What are the time and resource commitments necessary to be a Board member? " The time commitments necessary .to be a League of cities Board Director include monthly Board meetings averaging fou~, hours in length. There is additionally a Board retreat scheduled for two days in October of this year. Board Members also serve on sub-committees of the Board dealing with specific areas of concern. During the past four years, steven c.Mielke has served on the Development strategies Committee and the Land Use Energy and Environment Committee. Finally, regional meetings are held throughout the state during the legislative session and attendance at one o~ more of those meetings is required. The expense!? associated with service on the Board are minimal but include the cost of travel to and from Board meetings in st. Paul and ,miscellaneous expenses associated with events at Board related activities. Expenses for other meetings, including regional meetings, are defrayed by the League by an expense reimbursement format. ' Additionally, attendance at National League of Cities meetings will be at City expense minus a $100 contribution by the League to offset expenses. In the past, the city has absorbed these costs. 'r':~' o What are the benefits of Hopkins supporting and participating on the LMC Board of Directors? The primary benefit to involvement with the League of .Minnesota cities involves the transfer of information by attending and involving oneself with the League activities. By serving on various Boards and Committees, Hopkins is able to influence legislative policy on a ptate-wide basis and as well, be informed of changes in the structure upon which Hopkins exists. HOPkins has a rich tradition of involvement on the League of Minnesota Cities by way of participation on task forces and committees. Additionally, Mr. R. W. Taylor, Hopkins City Manager 1954, was aBoard Member of the League of Minnesota cities. ''r_>'' " ? . CITY OF HOPKINS Hennepin County, Minnesota RESOLUTION NO. 91.;72 A RESOLUTION SUPPORTING AND ENDORSING THE NOMINATION OF STEVEN C. MIELKE TO THE POSITION OF DIRECTOR OF THE LEAGUE OF MINNESOTA CITIES WHEREAS, the City of Hopkins has played an active role in the affairs of the League of Minnesota Cities (LMC), and . WHEREAS, the City Council of Hopkins supports staff involvement on committees and task forces associated with LMC, and I ' WHEREAS, Steven C.Mielke as indicated a desire to serve on the LMC Board of Directors, . NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Hopkins supports and endorses the nomination of Steven C. Mielke to the position of Director of the League of Minnesota Cities. BE IT FURTHER RESOLVED, that the Council will provide the necessary time and resources to allow Steven C. Mielke to carry out the duties and responsibilities incumbent upon the position of Director. Passed and adopted by the City Council of the City of Hopkins this 4th day of June, 1991. Nelson W. Berg, Mayor ATTEST: James A. Genelhe, CIty Clerk . ~-&> League of Minnesota Cities 183 University Ave. East St. Paul, MN 55101.2526 (612) 227.5600 (FAX: 221.0986) May 22, 1991 Mr. Steven Mielke City Manager 1010- 1st st. So. Hopkins, MN 55343 Dear steven: . On behalf of the League of Minnesota Cities Nominating Committee, and chairperson Leland Swanson, Mayor, Morris, we wish to thank you for your interest in becoming a nominee for the office of Director on the League of ~innesota Cities board of directors. Interviews will be conducted at the League's annual conference on Wednesday, June 12. You are scheduled to appear before the Nominating Committee on June 12 at 1:45 p.m. The committee will meet at the Rochester Mayo civic center in Riverview A. If this time is inconvenient for you, please contact me and I will reschedule if possible. The Nominating Committee will allow you five minutes for your presentation and secondary speeches, if you desire. F.i ve minutes will be devoted to your re$ponses to the questions, such as: 1. 2. 3. .._,.~~"...~...4 ." Why are you seeking a position on the League board? Will you be willing to commit the time necessary? What issues do you see facing the League? ~what"part..of..."the League constituency do you feel you represent? The League board generally meets the third Wednesday of each month except for the months of July and Augu.st. The meetings are from three to five hours in length, averaging four hours, anQ usually begin at 1:30 pm. The board also meets for special meetings, such as the board retreat scheduled for October 10-11, 1991. Other responsibilities of board members are outlined below: . Other meetings. In addition to board meetings, board members serve on subcommittees of the board, such as the Nominating Committee, Budget Committee, Personnel Committee, and special task forces for specific issues~ ;':'Y' ., _.~' ! . '. Mr. steven Mielke Page 2 May 22, 1991 Expenses. Expenses associated with attending board meetings will be reimbursed in accordance with the enclosed expense policies. Attendance. It is important to the organization that board members attend all meetings to insure representation of the League's membership on all issues. A by-law amendment was adopted by the general membership in June of 1982 concerning absenteeism for regular and special meetings of the board. The by-law amendment states: "To be eligible to be elected and to serve, or to continue serve, as an elected officer of the League, a person shall be an officer of a member municipality. Any member of the board of directors who is absent for three consecutive regular meetings or who is absent for any four regular meetings during any consecutive 12-month period commencing July 1 shall be deemed to have resigned from the board, and the vacancy shall be declared by this Section. Any yacancy in an elective office shall be declared by resolution of the board of directors and be filled for the remainder of the term by the board of directors subject to the approval of the membership at the next annual meeting, except that a vacancy in the office of president shall be filled by the succession of the vice president. A vacancy in the office of the director occuring at the annual convention shall be filled by election at the convention for the remainder of the term." I look forward to seeing you at the conference. If, for any reason, you wiSh to have your name withdrawn, please let me know. Thank you. Sincerely, ~~lfe Executive Assistant to the Executive Director ~r :;;. '..,~..,.., ~,:-:~~,. . . ~, 183 University Ave. East .' St. Paul, MN 55101.2526 League of Minnesota Cities (612) 227.5600 (FAX: 221.0986) LMC BOARD EXPENSE POLICIES Over the years, the League of Minnesota cities' board has developed and formally adopted several policies regarding LMC payment of expenses for board members in connection with members' attendance at various meetings. As a practical matter, the League payment generally operates on a reimbursement basis~ that is board members submit a statement of expenses after attending the meeting and the League reimburses the member or the member city, whichever is indicated. The League's auditor requires receipts for lodging, airfare, and meals be sUbmitted with expense statements. It~is not necessary to have receipts for cabs and tips. POLICIES THAT AFFECT BOARD MEMBERS ONLY 1. LMC Board Meetings. The League reimburses all direct expenses of board members in connection with attending board meeting, including travel, lodging, and meals. Travel by car is reimbursed at the current approved rate by the Board of Directors. This policy does not cover the board meeting normally held before the LMC Annual Conference (see item 4 below). . 2. NLC Congress of cities. The League reimburses all direct expenses of the president and vice-president, including registration, travel, lodging, and meals. The League will contribute $100 toward registration, hotel or round trip airfare for board members attending. 3. NLC Congressional cities Conference. (March--Wash~ngton, DC). The League reimburses round-trip, coach airfare and registration for the president and vice-president. The League will contribute $100 towards registration, hotel, or round trip airfare for all board members who attend. 4;"'LMC-Annual Conference. It is' expected that member cities will defray all expenses of board members ~n conjunction with attending the LMC Annual Conference. The League does not defray any of the following expenses for the annual conference or for the board meeting in conjlJ.nction with the conference: lodging, travel, registration, or meals. However, the president .is furnished with a complimentary room. 5. other meetings, including regional meetings attended when directed by the board of director on behalf of the board. The League will defray all expenses, including travel, lodging, and meals. This ~ncludes board representatives on the budget, nom~nating, and annual conference site committees; and special board subcommittees. . It does not include board participation on legislative policy committees and task forces. OVER ;.~_........U':"..i.:~.~.,. ....'~..., ~ '-'it" LMC Board Expense Policies Page 2 .- 6. Testimony at the state Legislature. The League reimburses all direct expenses including travel, lodging, and meals for the president and vice-president when asked to testify at the state legislature for LMC policies. POLICIES THAT AFFECT OTHER CITY OFFICIALS INCLUDING BOARD MEMBERS 1. NLC steering Committees. The League reimburses member cities for the full cost of round-trip, coach airfare for NLC steering Committee meetings other than those held in conjunction with the Congress of Cities in December and the Congressional city Conference in March. It ~__~hoU]:c9~~~;notEt..(Lj:lt.iJ:~_cP~+~9Y only; c.Qvers.. s1;eer:ing -sCommi.t.:t.ae '-~ not cover the larger POllCY commlttees WhlCh normally only meet ln conjunction with the two major NLC conferences. 2. Government Training Service Board. The League reimburses the three LMC representatives appointed to the Board for their expenses in conjunction with attending GTS board meetings, including travel, lodging, and meals. 3 . NLC Vice President Attendance at executive meetings. The League..- reimburses any Minnesota city official who is the Vice-President of _ the National League of cities for travel expenses for attendance at the executive meetings, including those held in conjunction with NLC congressional cities Conference and Congress of cities. 4. LMC Federal Legislative Committee. The League reimburses one-half of the travel expenses for greater-state Minnesota city officials to attend the LMC Federal Legislative Committee meetings provided that they are members of an NLC steering committee. Effective: Amended: Amended: September 1, 1983 November 21, 1985 :r.1~rch 11, 1987 -'- .,,-~-.,..~-.--:'_';"~, .