HomeMy WebLinkAbout2022-05-23 Commisison Annual Member Review_updatedMJ Lamon
Community Engagement Manager
Updated 2022.05.23
Commission
Member Review
2022
Agenda
2
Work Plan Development
o Citywide Work Plans
o Calendar
o Roles
o Sub-committee & working
groups
o Template
o Field Descriptions
Council
StaffCommissions
Decide Strategy
Advise Council
Community
Perspective
Manage Operations,
Implement Policy,
Advise Council
Technical Analysis
Council
•Make policy-level decisions
•Hire & supervise City Manager•Approve
-Budget and related work plan
-Ordinances and policy decisions
-Development proposals
-Variances and rezoning requests
•Appoint advisory boards and commissions
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, Commission & 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
Supporting Council
Technique Examples on the Spectrum
Increasing Impact on the Decision
Inform Consult Involve Collaborate Empower
Board & Commissions
Task Forces
Website
Open House
Public Hearing
Workshop
Survey
Focus Groups
Public
Meetings
Publications
City Extra
Correspondence Stakeholder Interviews
Fact Sheets
Comment FormsFairs/Events
Tours & Field Trips
SHARE COLLECT BRING TOGETHER
5
Commission Subcommittee Working
Group Task Force
Tenure Ongoing Temporary Temporary Temporary
Members Residents Commission
members only
Commission +
Public members As defined
Scope Work Plan Work Plan Item Work Plan Item Task Force
Charge
OML Required Not required Not required Not required
Staff
Support Yes No Not typically Yes
Reports To Council Commission Commission Council or
City Manager
Key Roles
6
CHAIR STAFF LIAISON
•Work with liaison to prepare
agenda
•Lead meetings and
facilitate discussion
•Facilitate development of
the annual work plan and
provide progress updates
•Encourage member
participation
•Manage areas of conflict
•Prepare agenda and meeting
materials
•Provide official notice of
meetings
•Record & prepare minutes.
•Maintain BC official records
•Provide technical expertise and
access to City staff and
resources
•Relay information to council
7
Work Plans
8
9
Commission Work Plan Calendar
9
Annual Work Plan Begins
January
Commissions develop proposed work plans with liaison advice and feedback
June–Aug.
Commission approves proposed work plan
September 23
Chairs present proposed work plans to Council
October 6
Staff present recommendations to Council
November 1
Council approves work plans
December 6
Roles
10
Commission Chair
•Lead work plan development
•Make sure work plan is not overloaded
•Ensure there is a “lead(s)” to each initiative
•Present proposed work plan to City Council
Staff Liaison
•Provide technical expertise,
recommendations and advice to the commission
•Provide clear recommendations to City Management and/or Council to
consider
•Ensure work plan template fields are completed
Committees & Working Groups
11
Commission
Sub-committee
Commission Members only
Working Group
Commission Members Public Members
7
Considerations:
-Quorum
-Student members
Template
12
13
Title
Be clear and provide detail
Deliverable
What exactly will be the product / result
of your initiative
Budget
Staff determines if funds are available,
commission collectively decides to
available funds
Liaison Comments
Liaisons will provide you technical
advice and feedback
*Don’t leave white fields blank
Leads
Signify who is working on the item, working
group?
Target Completion
Be realistic, impacts to supporting departments
Partner Projects
Cross commission initiatives, liaisons
communicate partner requests
Progress Reports
Complete quarterly & always before joint
meeting
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Brainstorm
Collect Ideas
What do you want to work on?
June
Review brainstorm list
Reduce list
How much work capacity do you have?
July
Determine the priorities
Who is leading?
August
Approve work plan
Are all the fields completed?
September
Steps to Develop your work plan!
Questions?
www.EdinaMN.gov 15