87-1608 WHITE — CITV CLERK
PINK — FINANCE COU�ICIl </
CANARV — t)EPARTMENT GITY OF SAINT PALTL O�
BL�JE —fdAYOR File NO. .d 7-�� ��
�
� ' oun i Resolution
Presented By �
Referred o Committee: Date .
Out of Committee By Date
WHEREAS, the past volunteer service of citizen committees has
contributed greatly to the formulation of important decisions and the
solution of problems within the City of Saint Paul; and
WHEREAS, citizen committees will continue to be needed to
provide valuable information and advice to the Mayor and Council in
their duties of managing the City of Saint Paul; and
WHEREAS, the Council has established certain procedures
concerning such citizen committees under C.F. 275745, dated
October 11, 1950; and amended by C.F. 85-1078, dated August 13, 1985=
and
WHEREAS, the Mayor and Council concur that there is a need for a
revision of this standardized policy concerning the establishment of
future committees and the appointment of inembers; now, therefore, be
it
RESOLVED, that C.F. 85-1078 is hereby rescinded in its entirety
and a new set of standardized policies concerning future committees
is established as follows:
I. Establishment of Committees
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Page 1 of 4
COUNCILMEIV Requested by Department of:
Yeas Nays
[n Favor
_ Against BY
Adopted by Council: Date Form Approved by City Attorney
Certified Passed by Council Secretary BY
By
A►pproved by 1Aavor: Date Approved by Mayor for Submission to Council
. BY BY
n
�����/��c��
' A. Whenever practicable , an evaluation be made by the
administration prior to a new committee being proposed to
make sure that we are making the most efficient use of our
existing committees.
1 . Reason for the requested committee; issue it is
designed to address.
2. Adequacy of reason, viability of issue.
3. Is a committee the most appropriate mode to address the
issue.
4. Is the issue already being adequately addressed.
5. Is there an existing committee that could/should handle
the issue.
6. Can the City provide the necessary staff and other
resources to adequately support the committee work.
B. The document establishing a committee shall define:
l . Purpose of the committee.
2. Issue or problem it will address.
3. Its charge and duties.
4. Reporting relationship.
5. Size, specific representation ( if applicable) .
6. Life expectancy, if ad hoc, the expected work product,
and due date.
7. What department/person will staff the committee, and
the department director be contacted for staff input
before the resolution is prepared and additionally, to
work out staffing responsibilities.
II. Existing Committees
A. Every committee, existing or proposed, have a sunset date
and at that date should provide the Mayor and the City
Council with a written statement as to whether the
committee should continue and the rationale for their
recommendation.
B. A review be undertaken yearly of the charge of all
committees to make sure they are clear, concise and
up-to-date.
III. Appointment to Committee Membership
A. Newly established committee vacancies shall be announced by
the Mayor to the City Council, City Clerk and the general
public at least 45 days prior to the date of appointment.
1. The exception may be when it is not in the best
interest of the committee and its objectives to delay
appointments for 45 days to allow for advertising;
i .e. , committee/task force mandated by a source other
than city or when committee is a part of an established
commission or board.
Pacre 2 of 4
C:i--���- !�-�'�
� , ' ` B. Upcoming committee vacancies created by expiration dates
shall be announced quarterly by the Mayor to the City
Council, City Clerk, and the general public at least 45
days prior to the expiration dates of the terms.
C. Appointments to vacancies shall occur no sooner than 45
days after the vacancies are announced.
D. Committee vacancies created by resignation or death shall
be immediately announced by the Mayor to the City Council,
City Clerk, and if the vacancy corresponds with the
quarterly announcements, it will also be announced to the
general public.
E. A copy of a completed application form for each appointee
named by the Mayor shall be sent to the City Council and
the City Clerk with a copy of the Council resolution when
the resolution is presented to the City Clerk for inclusion
on the council agenda.
F. Applications will be received in the Mayor's Office and
will be kept on file for at least two years. The
applications on file will be considered for vacancies due
to resignations.
IV. Committee Membership
A. In nominating committee members, the Mayor shall give
priority to residents of the city, and business persons
with expertise on related matter.
B. Loss of committee membership shall occur as a result of
absence without excuse from three consecutive meetings or
one-half of the announced meetings within one year, if
absences have not been approved by committee chairperson.
C. Members shall serve at the will and pleasure of the
appointing authority.
D. No person shall be appointed to serve on more than two City
boards, commissions or committees at any one time, except
in the case of related boards, ad hoc committees, study
committees, etc.
E. Committee members on other than ad hoc committees shall be
appointed to staggered terms.
V. Meetings
A. All committee meetings shall be open to the public.
B. Except for committees comprised wholly of city employees,
at least every other meeting shall be in the evening.
Page 3 of 4
WHITE - CITV CIERK �
PINK - FINANCE GITY OF SAINT PAUL Council
CANARV - OEPARTMENT �/�
BLUE � �MAVOR File NO. � /° �
� - ' uncil esolution
Presented By
Referred T Committee: Date
Out of Committee By Date
VI. Records
A. Each committee shall give the City Clerk notices of its
meetings.
B. Staff for committee shall provide to the Office of the
Mayor minutes of ineetings, membership vacancies, and annual
reports.
C. When a committee completed its work, committee related
materials shall be given to the assigned staff person for
proper disposition.
D. Mayor's Office shall keep an up-to-date manual of
committees and their members.
VII. Committee Costs
A. Free parking will be provided to all committee members that
meet downtown.
B. Members of committees other than ad hoc committees may be
eligible for per diems, as determined by Council, only if
the committee's work is related to an administrative
function of the City, or a review board.
C. Permanent and ad hoc committees charged with no substantive
powers and established for a specific and limited period of
time and purpose are not eligible for per diems.
Page 4 of 4
COUNCILMEN Requested by Department of:
Yeas �� Nays �
Nicosia
Rettman --�— �n Favor
Scheibel
so,,,,e� � __ Against BY
;,rwon(,vF'i6ArA-
Wilson
N��/ 1 � �87 Form proved y City Att ey
Adopted by Council: Date �
Certified Pass d C ncil Secr y BY
gy, 0 •
Appro d y :Navor. Date � i L �� Approv Mayor for S ncil
_ By
pUBI{ t1Ep �0 V 211987
. : ���«o �
4 . . �I° 011037 �
MaYOr's Offi ce DEPt,��rrr
Ora Lee Patterson coN�ecT t�
298-4323 rxor�
� October 20, 1987 DATE
ASSIGN NUMBER FO,�t ROUTING ORDER: (See reverse side.)
' _ Department Director 1 Mayor (or Assistant)
_ Finance and l�nagement Services Director 4 City Clerk
udget Director . 3 Cor�ncil President
ity Attorneq _
TOTAL�NZMBER OF SIGNATURE PAGES: (Clip all locations for signature.)
• �
�1HAT �TILL BE ACHIEVED BY TAKING ACTION ON THE ATTACHED MATERIALS? (Purpose/Rationale)
This resolution requires that an evaluation be made by the Cabinet prior to a c��ittee
beinq proposed to assure the most is being made of our existing corrrnittees 2) the department,
director be contacted for input before the resolution is prepared to work out staffing ,
responsibility 3) that every comnittee existing or proposed have a suns�t date and at that
date be reviewed by Mayor and Council along with a writt�n statement as to whether they
feel the co�nittee siiould continue and the rationale for their reco�nendation and 4� that a
review be undertaken of the charge of all cor�nittees to determine if they are clear and
COS�jBENEFiT. BUDGETARY. AND PERSONNEL iMPACTS ANTiCiPATED,: up-to-date.
�INANCING SOUBCE AND BUDGET ACTIVITY NUMBER CHARGED OR CREDITED:
(liayor's signature ndt required if under $10,000.)
Total Amount of Trans�ction: Activity l�ber:
Funding Source:
ATTACHMENTS: (List and number all attachments.)
ADMINISTRATIVE BROCEDURES
Yes _No Rules, Regulations, Procedures, or Budget Antendraent required?
�Yes No If yes, are they or timetable attached?
E S NT FV W CITY ATTORNEY ,REVIEW
_Yes o Council resolution required� Resalution required? _Yes _No �
,_Yes o Insurance required? Insurance suff icient? _Yes _,No�
_Yes No Insurance attachedY ,
��y/l�o�
________________________________ AGENDA ITEMS =_______________________________
ID#: [419 ] DATE REC: [10/30/87] AGENDA DATE: [00/00/00] ITEM #: [ J
SUBJECT: [CITIZEN COMMITTEES - REVISION OF POLICY - ADD SUNSET DATES ]
STAFF ASSIGNED: [ .X7 -t' ��.�� ] SIG: [RETTMAN ] OUT-[ ] TO CLERK [1-0�3�A-f$�-] //�
ORIGINATOR: [MAYOR ] CONTACT: [O.R. PATTERSON - 4323 ]
ACTION: [ ]
� [ �
C.F. # [ ] ORD. # [ ] FILE COMPLETE="X" [ ]
* * * * * * * * * * * *
FILE INFO: [RESOLUTION (4 PGS) ]
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