HomeMy WebLinkAbout2021-01-05 City Council Work Session Meeting PacketAgenda
City Council Work Session
City of Edina, Minnesota
Virtual Meeting
Call 800-374-0221, enter Conference ID 9287214 to listen to meeting.
Tuesday, January 5, 2021
5:30 PM
I.Call To Order
II.Roll Call
III.Boards and Commission: 2021 Interview Process
IV.Public Hearing and Correspondence Procedures
V.Boards and Commission: Governing Documents
VI.Adjournment
The City of Edina wants all residents to be comfortable being part of the public
process. If you need assistance in the way of hearing ampli*cation, an
interpreter, large-print documents or something else, please call 952-927-8861
72 hours in advance of the meeting.
Date: January 5, 2021 Agenda Item #: III.
To:Mayor and City Council Item Type:
Reports / Recommendation
From:MJ Lamon, Community Engagement Coordinator
Item Activity:
Subject:Boards and Commission: 2021 Interview Process Discussion
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
None.
INTRODUCTION:
Every year the City conducts an annual onboarding session to recruit, interview and appoint new board and
commission members to the various open seats.
To date, there are nine boards and commissions with open seats starting in 2021. T hose included are Arts &
Culture Commission, Community Health Commission, Energy & Environment Commission, Human Rights &
Relations Commission, P arks & Recreation Commission, Planning Commission, Transportation Commission and
Board of Appeals & Equalization. The application for regular members opened in December and will close Jan.
31.
A considerably important component of the annual onboarding session is conducting candidate interviews prior to
making selections. Staff has provided a report with background on the current process, goals and challenges. Staff
used an equity and engagement lens to review the current process and craft a process for 2021 to align with our
overall goals.
Staff is requesting Council review and discuss the 2021 Board and Commission Interview Process.
ATTACHMENTS:
Description
Staff Report: Board & Commission 2021 Interview Process
Staff Presentation
City of Edina • 4801 W. 50th St. • Edina, MN 55424
Administration Department
Advisory Boards & Commissions
Date: January 5, 2021
To: Mayor & City Council
From: MJ Lamon, Community Engagement Coordinator
Subject: Boards and Commissions: 2021 Interview Process
Background / Current Process
Throughout the years the interview process for board and commission applicants has been conducted by
City Council with interview panel variations ranging from all or some of Council, City Manager and current
commission chairs. Applications range from 40-50 per year. Every applicant is currently offered a 10-minute
in-person interview.
Last year interviews were conducted by the City Manager and different variations of panelists that included
2 or 3 Council members and 3 or 4 commission chairs.
Goals
One of the City’s budget goals is to Foster an Inclusive and Engaged Community. This includes being
welcoming, and ensuring how we do this works for all of the community. One strategy of this goal is to
develop and implement a plan to increase diversity of boards and commission members.
COVID-19 will make interviews more challenging this year. To achieve our goals, we should consider the
candidate experience and access to an equitable process, in addition to transparency and public access.
Candidate Experience
The interview process should align with our goal to be welcoming, creating access, and being responsive to
removing barriers (i.e. personal commitments, childcare, COVID concerns) for participation. Serving on a
board or commission can be a person’s first encounter with local government.
The current candidate experience is a 10 minute in-person interview where candidates are trying to get to
know more about the position, share their experience and determine their level of interest.
The challenges are time for both parties to get to know each other, making arrangements for an in-person
meeting, and a group panel reduces the opportunity to create space to ask questions.
The City should strive for a balance between panel participation, time for both sides to get to know each
other and creating a welcoming space.
Access to Equitable Process
In order to ensure equity, each applicant should have access and the opportunity to have a similar interview
process as other applicants. Interviewing up to approximately 50 candidates takes a significant amount of
time, and can be challenge to find times that all panel members can attend. It is more difficult to equitably
consider all candidates when different panel members participate in different interviews.
Page 2
City of Edina • 4801 W. 50th St. • Edina, MN 55424
2021 Interview Process
Public meetings are currently conducted virtually under our pandemic plan. Staff
recommends that Council designate at least two Council members in addition to
the City Manager to serve on the panel for all interviews. Recommendations for
appointments will be brought to the full City Council for approval.
Questions for Council
1. Which Council members are going to participate in the virtual interviews?
2. Should we invite the chairs (1-2) to participate in the virtual interviews?
3. Should interviews be recorded?
The CITY of
EDINA
City Council Work Session
January 5, 2021
The CITY of
EDINAAgenda
1.Boards and Commissions: 2021 Interview Process
2.Public Hearing and Correspondence Procedures
3.Boards and Commissions: Governing Documents
www.EdinaMN.gov 2
The CITY of
EDINA
As the Edina City Council, we are dedicated to fostering an
engaged community built on a foundation of trust. We will do
this by intentionally focusing on equity, diversity and inclusion
and creating a dialogue of perspectives. We will build trust
by demonstrating our engagement principles
of Relationships,Equity,Inclusivity, and Accountability.
City Council Engagement Value
Statement
www.EdinaMN.gov 3
The CITY of
EDINACity Council Equity Value
Statement
www.EdinaMN.gov 4
As the Edina City Council, we are dedicated to creating an
environment in our community where residents have equitable
opportunities to participate in their city government and access
the City’s institutions,facilities and services.
Our commitment to diversity, equity and inclusion will be a continuous
process of learning and adapting to the multiple needs of all in the
community, while consistently applying an equity lens in all
decisions and interactions. Our vision of a welcoming Edina includes
removing systemic and institutional barriers to create opportunities for
all in the community to thrive.
The CITY of
EDINA
Goal:Foster an inclusive and engage community
Strategy: Develop and implement a plan to increase
diversity of boards and commission members.
www.EdinaMN.gov 5
2020-2021 Budget Work Plan
The CITY of
EDINA*2019
Active
Members
Edina Hennepin
County
White / Caucasian 90.91%85.9%74.2%
Black or African American 3.03%2.6%13.8%
American Indian or Alaska Native 0%0.2%1.1%
Asian 0%7.6%7.5%
Native Hawaiian or Other Pacific
Islander
0%0%0.1%
Hispanic or Latino 3.03%2.6%7.0%
Two or More Races 0.0%2.6%3.3%
www.EdinaMN.gov 6
Race Data
Data from https://www.census.gov & *City of Edina 2019 Diversity Survey (52% response rate).
The CITY of
EDINA
•Challenges
•Small amount of time, hard for
both parties to get to know each
other / group panel reduces time
for questions
•Variation of panel participation
makes it more difficult to
equitably consider all candidates
•Candidate Experience
•First encounter with government
•10 minutes
•Access to Equitable Process
•Each person has similar interview
process
To Achieve Our Goals
www.EdinaMN.gov 7
The CITY of
EDINA2021 Interview Process
•Conduct virtually
•Designate at least two council members in addition to City Manager to
serve on panel for all interviews
•Recommendations for appointments brought to full Council for approval
Recommendations:
1. Two Council Members
2. One or Two Commission Chairs
3. Record interviews
www.EdinaMN.gov 8
The CITY of
EDINA
Public Hearing & Correspondence Procedures
www.EdinaMN.gov 9
The CITY of
EDINACommunication Methods
Goals:
o More residents/stakeholders have access to the Council
o Residents, staff & Council are clear on how and when the
communications methods are used
o Staff and Council effectively track and respond to the
communications channels
www.EdinaMN.gov 10
The CITY of
EDINAPublic Hearing Comments
•Public Hearings are one way Council collects feedback on a project
•Goal is to & ensure all perspectives have been surfaced
and considered (final check)
•Council has not required individuals to be residents
•Council has required name & address
•Individual Council Members determine how to evaluate feedback
www.EdinaMN.gov 11
The CITY of
EDINANew Methods
www.EdinaMN.gov 12
Better Together Edina & expanded social media
COVID-related additions:
•Live call-in community comment
•Live call-in Public Hearings
•Voicemail for public hearing comments
•Online submissoin Better Together Edina (BTE) for Public Hearing
Comments*
The CITY of
EDINAPublic Hearing Comments during
COVID
•Online submittal allows greater access & equity
•More people can participate
•Demand post-COVID will remain
•Concerns regarding consistency of information required to
comment
•Concerns regarding ease of access to public comments.
•Turn-around time for staff compilation is too short
www.EdinaMN.gov 13
The CITY of
EDINAPublic Hearing Methods
Method Info Required Public Access
In-person or call-in live Name &
Address
Live stream or recorded video
Voicemail Name &
Address
Entered in BTE
R: Enter in Web Form & publish
in Public Hearing Packet.
Electronic submission
via BTE
R: Use –repurposed
"Council
Correspondence Form"
Name &
Neighborhood*
R: Name &
Address
On BTE
R: Publish in Public Hearing
Packet.
www.EdinaMN.gov 14
The CITY of
EDINA
General Council Contacts
Method Info Required / Rules Public Access City Response
Email Email address / no
rules
Data request By individual CC
Members or
coordinated by staff
Council
Correspondence
Form
Name / no rules
R: Re-purpose for
public hearings only
Council
packet
None, but a copy is
emailed to Council.
Community
Comment
Name & Address
Cannot speak on
agenda or public
hearing topic.
Live and
recorded
meeting
Addressed at next
council meeting.
BTE & Official
City Media
Varies/ Site rules (ads,
topic, campaign,
harassment)
On site
submitted
City monitors and
responds to
questions.15
The CITY of
EDINARecommendations
1.Staff will schedule additional time between close of the online
public hearing and Council meeting when decision will be made.
2.Repurpose “Council Correspondence Form” to “Public Hearing
Form”
1.Require name & address for all public hearing methods
2.Publish all online public hearing comments in packet for final decision
3.Keep all other council contact methods the same.
www.EdinaMN.gov 16
Date: January 5, 2021 Agenda Item #: IV.
To:Mayor and City Council Item Type:
Reports / Recommendation
From:Lisa A. Schaefer, Assistant City Manager
Item Activity:
Subject:Public Hearing and Correspondence Procedures Discussion
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
None.
INTRODUCTION:
As a result of COVID-19, we have implemented a number of alternative ways for people to provide comments
for public hearings including phone-in live testimony, voicemail, and electronic submission via Better Together
Edina (BT E). Staff reacted quickly to provide additional options for public hearings when emergency orders
were implemented. As a result, we are using systems, including BTE, in a different way than originally
intended.
It is important to note that:
Public hearings are only one way in which Council receives feedback on a project.
Public hearings serve as a final check to ensure perspectives on all sides of an issue have been considered to
help Council make the best overall decision for the City.
Feedback received is not a "vote” and the purpose is not to identify the number of individuals for or against a
certain project. Directions at the public hearing ask that commenters not repeat information given by previous
speakers.
False or inaccurate information could ultimately be given using any method.
The City Council has never required an individual be a resident to participate in public hearings.
Each individual Council Member determines how to evaluate and weigh the feedback received.
The following procedural changes are proposed based on feedback received from residents, Council, and staff.
1. Add additional time between close of public hearing and deadline of Council Packet.
The extended public hearing timeline and addition of several ways to provide comments has made it challenging
for staff to prepare information from the time of public hearing closure to Council packet publication.
2. Repurpose “Council Correspondence Form” to “Public Hearing Form” and use in lieu of BTE
for electronic public hearing comments.
We have received positive feedback about providing an online option for public hearing comments, and we expect
that residents will want to continue to have an online option following COVID-19. However, we have received
some concerns from residents who want the name and address disclosed for all who make a comment for the
public hearing. We also have residents who might be concerned about publishing addresses for safety or other
reasons.
BTE requires name and neighborhood (or identification as a non-resident), but does not require a full
address. BTE was designed to increase engagement and reduce barriers to participation. We will continue to use
BTE for project communications, questions, and feedback, but plan to move formal public hearing comments
from BTE to a “Web Form."
Name and address will continue to be requested regardless of the method used, but staff will provide the
comments to Council even if an individual did not provide this information.
3. Use general correspondence methods for any other comments to Council.
Staff prepare “Council Packets” to provide the City Council with information needed for items on the
agenda. The current “Council Correspondence Web Form” was implemented in 2017, prior to the launch of
BTE. The form is not heavily utilized and is often challenging to manage from a legal and practical perspective.
Individuals who currently use the form would be directed to use any of the following alternative options:
Comment publicly on BTE or any other official City social media channel in accordance with published
guidelines.
Speak at Community Comment
Email CityCouncil@EdinaMN.gov
Public Hearing Comment Form, if appropriate
A summary of proposed methods is attached.
ATTACHMENTS:
Description
Proposed Public Hearing & General Correspondence Methods
Public Hearing Formal Comment Methods
1. Live Phone-in testimony. Phone number & instructions in Council Agenda.
2. Leave a Voicemail at 952-826-0377
3. Public Hearing Web Form. Link provided at BTE, Council Agenda, and other.
General Council Correspondence Methods
Emails to
CityCouncil@EdinaMN.gov.
This address automatically forwards the email to the City
Council. Due to open meeting laws, Council Members and staff
should refrain from “reply-alls,” The City Manager or Assistant
Manager can help coordinate a response as appropriate.
Emails or phone calls to
individual Council Members.
Individuals can call or email individual members of the Council
using the contacts listed on the website.
Paper Correspondence Staff scans and emails to Council paper correspondence
addressed to the City Council or individual members.
Community Comment Individuals can comment publicly during the Community
Comment portion according to guidelines listed in Council
Agendas.
BTE & Official City Social
Media
In addition to direct Council communication, individuals can also
comment/post publicly on the City’s Better Together Edina site
and other City social media channels according to the rules of
use listed on the site.
Date: January 5, 2021 Agenda Item #: V.
To:Mayor and City Council Item Type:
Reports / Recommendation
From:MJ Lamon, Community Engagement Coordinator
Item Activity:
Subject:Boards and Commission: Governing Documents Discussion
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
None.
INTRODUCTION:
Advisory Boards and Commissions currently have several governing documents including City Code, by-laws,
policies and procedures
These documents contain duplicate information and sometimes conflict with one another. Staff would like to get
feedback regarding the structure of the governing documents.
ATTACHMENTS:
Description
Staff Report: Update of Boards & Commissions Governing Documents
New Commission Member Handbook
Community Health Commission By-laws (example)
City of Edina • 4801 W. 50th St. • Edina, MN 55424
Administration Department
Advisory Boards & Commissions
Date: January 5, 2021
To: Mayor & City Council
From: MJ Lamon, Community Engagement Coordinator
Subject: Boards and Commissions: Governing Documents
Governing Documents
Advisory Boards and Commissions currently have several governing documents: including City Code,
Bylaws, and other policies and procedures. These documents contain duplicate information and / or conflict
with one another. This makes it difficult to communicate, navigate and update procedures.
Current Documents
City Code City code contains the collection of ordinances that have the full force and effect of
law. Edina’s city code establishes Edina’s 10 Advisory Boards and Commissions and requirements.
By-laws
By-laws are not legally required and are similar in purpose to policies and procedures. The City’s
by-laws currently define the commission structure. Board and Commission bylaws were revamped
in 2013 to ensure there was consistency across all boards and commissions individual bylaws. By-
laws encompass some board and commission procedures and cite several sections of City Code.
Policies and Procedures
The City has numerous policies and procedures that apply to boards and commissions. In 2016,
handbooks were created for commission members and staff to navigate board and commission
roles, requirements, and procedures more easily. Staff updates these documents at least annually.
Recommendation
Staff is reviewing City Code, By-laws, and policies for updates needed. Staff will recommend changes to
avoid duplication and make these documents easier to use. Staff will recommend that Council:
1. Rescind Bylaws and as appropriate revise City Code & Policies to include necessary content from
bylaws
2. Direct staff to continue to update and maintain policies and procedures, and bring to Council for
discussion as needed
Staff will bring the proposed City Code and by-law changes to a future council meeting for approval.
Board/Commission Member Handbook 1 | P a g e
CONTENTS UPDATED 2020.11.10
Inside the City ............................................................................................................................................................................. 3
Mission ............................................................................................................................................................. 3
Local Government Structure ..................................................................................................................... 3
Department Functions ................................................................................................................................. 3
City Council ................................................................................................................................................... 4
City Leadership .............................................................................................................................................. 4
Staff Liaisons ................................................................................................................................................... 4
About Boards & Commissions ................................................................................................................................................ 5
Roles ................................................................................................................................................................. 5
Membership & Guidelines ........................................................................................................................... 6
Types of Members ........................................................................................................................................ 6
Key Players ..................................................................................................................................................... 6
Committees and Working Groups ........................................................................................................... 7
Committee / Working Group Membership & Guidelines .................................................................. 7
Appointments and Chair Assignments ..................................................................................................... 9
Disbanding....................................................................................................................................................... 9
Guiding Documents ...................................................................................................................................... 9
Annual Calendar .......................................................................................................................................... 10
Meetings ...................................................................................................................................................................................... 10
Types of Meetings ....................................................................................................................................... 10
Attendance ................................................................................................................................................... 11
Quorum and Voting ................................................................................................................................... 12
Meeting Packet ............................................................................................................................................. 12
Agenda ........................................................................................................................................................... 12
Minutes .......................................................................................................................................................... 13
Robert’s Rules of Order............................................................................................................................ 13
Communication ......................................................................................................................................................................... 14
Open Meeting Law...................................................................................................................................... 14
Communication with City Council ......................................................................................................... 14
Annual Work Plan....................................................................................................................................... 15
Communication with the Public .............................................................................................................. 17
Ethical and Respectful Conduct ............................................................................................................................................. 17
Board/Commission Member Handbook 2 | P a g e
Conflict of Interest ..................................................................................................................................... 17
Gifts ................................................................................................................................................................ 17
Respectful Behavior .................................................................................................................................... 17
Code of Ethics ............................................................................................................................................. 18
Novus Boardview ........................................................................................................................................ 18
Board/Commission Member Handbook 3 | P a g e
INSIDE THE CITY
Mission
Our mission is to provide effective and valued public services, maintain a sound public infrastructure,
offer premier public facilities and guide the development and redevelopment of lands, all in a manner
that sustains and improves the uncommonly high quality of life enjoyed by our residents and
businesses.
Local Government Structure
Edina is a statutory Plan B City.
• City Council consists of the Mayor and four Council members.
• The vote of the Mayor counts the same as a Council member vote.
• The City Council is responsible for policy and legislative decisions.
• City Council employs the City Manager, who oversees the day-to-day operations of the City.
Department Functions
Human Resources
• Recruitment and selection
• Compensation and benefits
• Employee and labor relations
• Employment policies
• Performance management
• Training and development
• Safety and worker’s compensation
• General liability and risk management
• Payroll
Communications
• Media and publications
• Marketing
• Website and social media
Finance
• Budget
• Investments
• Accounts payable
• Accounts receivable
Police
• Patrol
• Investigations
• Dispatch
• Records
• Community Health
Fire
• Fire suppression and prevention
• Emergency medical
• Emergency preparedness
• Building plan review
Public Works
• Street maintenance
• Utility Operations
• Fleet Maintenance
• Electrical
• HVAC
Engineering
• Design
• Project management
• Environmental services
• Transportation
• Sustainability strategy & measurement
• Property management
Parks and Recreation
• Recreation programs
• Manage enterprise facilities
• Liquor Store Operations
• Parks maintenance
Community Development
• Planning
• Zoning
• Heritage preservation
• Sign permits
• Residential & commercial appraisal
• Economic Development
Administration
• Council relations
• Boards and Commissions
• Strategic Planning
• Neighborhood Associations
Board/Commission Member Handbook 4 | P a g e
• Building permits
• Building inspections
I.T.
• Network management
• Telecommunications
• End-user support and training
• GIS
• Elections
• Records Management & Licenses
• Performance measurement
City Council
Mayor James
Hovland
James Pierce Carolyn Jackson
Kevin Staunton Ron Anderson
City Leadership
Scott Neal
City Manager
• Responsible for hiring and managing
City staff
• City Manager carries out policy
direction of Council
Lisa Schaefer
Assistant City Manager
Staff Liaisons
Susan Tarnowski
Arts & Culture
Commission
Cary Teague
Planning
Commission
Perry Vetter
Parks & Recreation
Commission
Andrew Scipioni
Transportation
Commission
Bob Wilson
Board of Appeals
& Equalization
Emily Bodeker
Heritage
Preservation
Commission
Dave Fisher
Construction Board
of Appeals
Grace Hancock
Energy &
Environment
Commission
Jeff Brown
Community Health
Commission
Heidi Lee
Human Rights &
Relations
Commission
Board/Commission Member Handbook 5 | P a g e
ABOUT BOARDS & COMMISSIONS
Roles
Objectives of Boards and Commissions:
• City Council establishes Boards and Commissions to engage residents into city work.
• City Staff supports Boards and Commissions to assist with effective governance.
• Board and Commission members serve the community and can participate in meaningful work.
Supporting City Council:
Edina’s Boards and Commissions are
established by the City Council and serve
as advisors to the council. Boards and
Commissions and City Staff are
accountable to City Council.
Council
• Make policy-level decisions
• Hire & supervise City Manager
• Appoint advisory boards and commissions
• Approve
- Budget and related work plan
- Ordinances and policy decisions
- Development proposals
- Variances and rezoning requests
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
Board/Commission Member Handbook 6 | P a g e
Membership & Guidelines
BOARDS & COMMISSIONS
Membership
• Members are selected by City Council.
• Membership consists of regular and student
members.
• All appointments have term limits.
• Subject to Open Meeting Law
• The City Manager appoints a staff liaison who
provides administrative support to the
board/commission as a body.
Guidelines:
• Boards and commissions are established to
advise the City Council
• Establishment and missions are outlined in City
code
• Boards and commissions are on-going
• Meetings of boards and commissions are public
meetings
• Commissions can establish committees and
working groups
Types of Members
There are two types of board and commission members:
Key Players
1 Chair
• Prepare agenda with Staff Liaison
• Lead meeting and facilitate discussion
• Facilitate development of annual work plan
• Maintain meeting decorum
• Consult with members regarding
attendance issues
• Encourage participation by all
members and the public
2 Vice-chair
• Supports the Chair as needed
• Performs the Chair duties if the
Chair is unavailable
3 Staff Liaison
• Support Chair in preparing agendas and
meeting materials
• Work with Chair to ensure bylaws are
followed
• Record and prepare meeting minutes
• Maintain records
• Provide technical expertise and
access to City resources
• Provide official notice of
meetings
• Relay information from City
Council
Regular
Members
Must be 18 years
of age or older
Must live in
Edina Voting member
Terms are
typically 3 years
in duration
Student
Members
Full time
sophmore, junior
or senior
Open enrolled at
Edina High
School
Non voting
member
Serve a one year
term
Board/Commission Member Handbook 7 | P a g e
Committees and Working Groups
Local governments often use a variety of Citizen Advisory groups, including Boards and Commissions, to
complete the mission of the City. Commissions may create Committees and Working Groups to assist them
with their work plan, however, committees and working groups work at the direction of the whole
board and commission.
Role of these groups:
• Study issues in greater depth and report findings
• Assist with community initiatives or events
Committee / Working Group Membership & Guidelines
COMMITTEES
Membership
• The commission selects at least two, but
less than a quorum of members
• All members must be members of the
commission
• The commission selects a chair or co-chairs
• Not subject to Open Meeting Law
Guidelines:
• Committees are established with the approval of the
commission to assist with a work plan initiative
• The commission has final recommendations on all
matters which the committee has been given
guidance
• Staff does not provide support to committees
• Meetings of Committees are not public meetings
Board/Commission
Committee Commission
Members only
Working
Group
Commission
Members
Public
Members
Board/Commission Member Handbook 8 | P a g e
WORKING GROUPS
Membership
• A Working Group is comprised of one or
more members of the
Board/Commission, but less than a
quorum of members and includes
members of the public.
• Commission selects the chair or co-chairs
• The chair will recommend to the
commission other working group
members who are outside of the
Board/Commission. The
board/commission appoints additional
working group members.
• Not subject to Open Meeting Law
Guidelines:
• Established with the approval of the commission
• Created when work requires more support
• Set timeline
• Notice is given to the public of the formation of the
working group providing a minimum of 14 days for
the public to express interest before members are
selected
• Commission has final recommendations on all
matters of the working group
• Staff liaison does not support working groups
• Meetings of working groups are not legally required
to be public
Boards and commissions should consider creating a working group when:
• The board or commission members need more support.
• The work requires a specific expertise or time.
• The work needs more community engagement to identify issues and concerns
Key Components of Working Groups
Establishment
• Prior to the establishment of a working group, the commission should complete a “greenprint” which is a
template for determining the need of the working group
• The “greenprint” should be approved by the commission at a regular scheduled meeting
Public Notice
• The commission must put out notice of the establishment of the working group (i.e. press release, city
communication channels)
• Notice should be given a minimum of 14 days so interested individuals can come forward to volunteer
Leadership
• The chair or co-chair positions should be held by voting commission members
• The commission appoints the chair or co-chairs
Size
• Working groups should not exceed 7 members (5 is preferable)
Time
• Working groups are established for a set time in order to complete a task set forth by the commission
Disbanding
• The commission can disband a working group at any regular meeting by a majority vote
• In the case that no member of the commission is available to serve, the working group will be automatically
disbanded
Work
• Working groups do not provide direction to the commission
• The commission has final recommendation on all matters
Board/Commission Member Handbook 9 | P a g e
Appointments and Chair Assignments
Appointments:
Committees and working groups work at the discretion of the entire commission so therefore the
commission makes the appointments of all members.
Resignation or Removal:
Committee and working group members may voluntarily resign by notifying the chair of the group. A
committee or working group member may be removed by a majority vote of the commission.
Chair Assignments:
Every committee and working group should have regular member(s) serving as the chair or co-chairs. The
commission approves the selection of chairs.
Chair Duties:
• Set the meeting schedule
• Prepare meeting agenda
• Maintain meeting decorum
• Recommend members (working group) and notify commission of changes in membership
• Report on the group’s activities to the regular commission meetings
• Ensure the group is working as directed by the commission
• Communicate to the Committee or Working Group any directives, questions or input from the
commission
Disbanding
Committees and working groups are not intended to be ongoing. These groups can be disbanded by a
majority vote of the commission or they will automatically disband in the following instances:
• Completion of work / charge
• No member of the commission is available to serve
Guiding Documents
1 City Code
• Outlines general roles of boards and commissions
• Identifies each board or commissions mission
• If there is discrepancy between city code and other guiding documents, city
code prevails
2 Work Plan
• Work approved and directed to the commission by Council
3 Member Handbook
• The guide you are reading right now!
Board/Commission Member Handbook 10 | P a g e
Annual Calendar
Annual work plans ensure that the Commissions’ initiatives are aligned with the City Council’s priorities.
MEETINGS
Types of Meetings
1 Regular Meetings
• All Commissions have a regular meeting schedule; e.g., “7 p.m. on the fourth Thursday of
each month.”
• Regular meetings can be rescheduled if members and the public are given notice at a prior
meeting
• If notice at a prior meeting cannot be given for a schedule change, the regular meeting is
considered to have been cancelled and a special meeting called
• At the regular February meeting, each commission holds annual elections for Chair and
Vice Chair
2 Special Meetings
• A meeting held in addition to the regular meeting schedule
• A meeting scheduled without notice at a prior meeting
3 Joint Work Session Meeting
• Work sessions are held jointly with City Council
• Every Commission has at least one a year
• Goal is to review work plan and get direction if needed
**All meetings are audio recorded and some are televised.
Annual Work
Plan Calendar
January: Annual
Work Plan Begins
June-August:
Proposed work plan
created by
Commissions
September: Work
plans due!!
October: Work Plan
proposals presented
by each chair to
Council at Work
Session
November: Staff
present comments
to Council
December: Council
approves work plans
Board/Commission Member Handbook 11 | P a g e
Attendance
Attendance Policy:
There are two ways members fail to meet attendance requirements. Student members do not have an attendance
requirement.
1 75% Requirement
• If a member fails to meet the 75% attendance requirement, they will not be removed
from the Board or Commission until the end of the calendar year. At this time, if the
member wants to ask to be reappointed, they can request the Community Engagement
Coordinator to include this in the staff report.
2 3 Consecutive Meeting Requirement
• If a member fails to attend 3 consecutive meetings (4 for Planning Commission), they
will be removed from the Board or Commission effective immediately upon their 3rd
absence (4th for Planning Commission). Under this scenario, members cannot request
reappointment, but can reapply for the Board or Commission for the following year.
Counted vs Not Counted:
Board and commission meetings listed under “Counted towards Attendance” will be used to factor into the
board and commission attendance policy. “Not Counted towards Attendance” are not used in the formula.
*A rescheduled meeting occurs when members are notified of a new meeting date/time at a prior meeting. If shorter
notice is given, the previously scheduled meeting is considered to have been cancelled and replaced with special
meeting.
**A cancelled meeting can be done by the Chair, City Council, City Manager or by the majority of voting members.
Reasons a meeting may be cancelled include:
• Insufficient business
• Lack of quorum
• Conflict with a holiday or religious observance
• Inclement weather
• Community emergency
Attendance Sheets:
Attendance sheets are maintained by the Staff Liaison. Annually the City conducts an attendance assessment to
identify attendance issues.
Members Responsibility:
Since attendance impacts quorum and the ability for a board or commission to conduct business, it is important to
communicate conflicts in advance of the meeting. Members should contact the staff liaison if:
• They cannot attend a scheduled meeting
• They will be late or need to leave early
Counted
towards
Attendance
Regular
Meeting with
Quorum
Regular
Meeting
without
Quorum
Rescheduled
Meeting*
Canceled
Meeting**
Not Counted
towards
Attendance
Special
Meetings
Joint Work
Sessions
Subcommittee
or working
group
meetings
Board/Commission Member Handbook 12 | P a g e
Quorum and Voting
Voting:
• Regular members can participate in voting
• Student members are expected to participate in the discussion but do not vote and do not count
towards quorum
Quorum = A majority of seated voting members
• Quorum is required to vote on business items
• Meetings can be held without a quorum, however, members cannot “conduct business” by taking votes
on motions
Meeting Packet
Each meeting packet contains:
• Agenda
• Draft Minutes
• Reports and Recommendations
The packet posted in Novus Agenda Board web at least three days prior to your scheduled meeting. It is important
that you review the packet in advance to be prepared.
Agenda
Static Items (will always appear):
I. Roll Call
II. Approval of Meeting Agenda
III. Approval of Meeting Minutes
IV. Community Comment
V. Reports & Recommendations
VI. Chair & Member Comments
VII. Staff Comments
VIII. Adjournment
Additional Categories (in green):
I. Roll Call
II. Approval of Meeting Agenda
III. Approval of Meeting Minutes
IV. Special Presentations & Recognitions
V. Public Hearings
VI. Community Comment
VII. Reports & Recommendations
VIII. Chair & Member Comments
IX. Staff Comments
X. Adjournment
Community Comment:
• Residents can speak during community comment on any topic that is NOT already on the current agenda.
• Members should not engage in direct debate or dialogue with the resident outside of thanking them for the
comment or noting when the item might be discussed by the BC in the future.
• Commissions should not take action from the content of the community commenter.
• Commenters must provide their name and address before speaking.
• Commenters have 3 minutes to speak.
Board/Commission Member Handbook 13 | P a g e
Minutes
Minutes are recorded at each Board or Commission meeting. Commissions may have an additional city staff person in
attendance that supports the liaison with this particular task.
Meeting minutes’ document actions taken at a meeting, not discussion.
Meeting minutes will include:
• Meeting name including the date, place and
time
• Members in attendance
• Approval of previous meeting minutes and
corrections, if any
• Motions made (exact wording of the motion,
who made the motion, seconded the
motion, and the result of the vote)
• Reports (can use bulleted lists)
• Other actions
Meeting minutes will NOT include:
• What was said
• Who said it
Each meeting packet will contain a draft of the minutes from the previous meeting. After the minutes are approved,
your City Staff Liaison will submit the approved minutes for publication on the City’s website and to City Council for
receipt. This is an important channel of communication to City Council from the Commissions.
Robert’s Rules of Order
Edina Boards and Commissions use Robert’s Rules of Order to transact business through motions. Robert’s
Rules of Order will prevail in the event of a procedural conflict.
General Principles:
• Only one subject (main motion) is before the group at one time.
• Negative motions are generally not permitted; phrase the motion as a positive action. If the BC
does not want to take action, the motion should be voted down.
• Only one member speaks at a time. Each speaker should first be recognized by the Chair. The
maker of a motion is usually allowed to speak first and last.
• Each item is presented for full debate. Each member speaks once until all members have had an
opportunity to speak.
• All members have equal rights. The rights of the minority are protected and heard, but the will of
the majority prevails.
Steps to a motion:
• Member addresses the Chair and the Chair recognizes the member.
• Member states motion “I move to adopt the policy.”
• Another member seconds the motion “I second.”
• Chair repeats the motion to the BC.
• Motion is discussed by the group.
• Members can make subsidiary motions that assist the group in disposing of the main motion, “I
move to table this discussion to the next meeting.”
• Members vote on the subsidiary motion.
• If applicable, members vote on the main motion.
• Chair announces the results.
Board/Commission Member Handbook 14 | P a g e
COMMUNICATION
Open Meeting Law
Why it exists:
• Prohibits actions from being taken at a secret meeting, where it is impossible for the interested
public to become fully informed concerning decisions of public bodies or to detect improper
influences.
• Ensures the public’s right to be informed.
• Afford the public an opportunity to present its views to the public body.
To Comply:
• Provide public notice of the meeting a minimum of three days in advance.
• Hold meetings in public places.
Violation of Open Meeting Law:
There is a violation of open meeting law if there is discussion of business between quorums of members
outside of a publicly noticed meeting. Serial communication defined below is an open meeting law violation.
Serial Communication:
Serial communication is communication between Board and Commission members that lead to a
concurrence among the majority of the members. Serial communication may involve a series of
communications (example: email, face-to-face, text) with each communication involving less than a quorum of
the Board or Commission, but when taken as a whole, involve a majority of the Board or Commission.
Ensure Compliance:
• Email communication intended for the group to your Staff Liaison for distribution.
• Members should not “reply all” to group messages.
• Members should not blind copy other members.
Committees and Working Groups:
While Committees and Working Groups are not covered under the Open Meeting Law, some Committee
or Working Group meetings may be designated as public meetings by the City Council, or the Commission
based on potential public interest in the topic.
Communication with City Council
When presenting recommendations to City Council it is essential that Board and Commission members keep
the following in mind:
• Recommendations should be in written form.
• Ideas should be expressed in clear and concise language.
• Proposed solutions should be viable and cost-effective.
• Recommendations should identify reasons for the changes suggested.
• Advice should reflect the views of a consensus or a majority of Board and Commission members.
Role of Staff Liaison. One of the primary roles of the Staff Liaison is to assist in delivering information from the
City Council to, and vice versa. It is the responsibility of the Staff Liaison to communicate the guidance of their Board
and Commission completely and impartially.
Board/Commission Member Handbook 15 | P a g e
Communication Tools. Boards and Commissions have five primary tools for communication with the City
Council. Since Council time is limited and it is important that all members of the Council receive the information, it is
imperative that communication is done through these formal channels. The table below outlines each tool and its
intended purpose:
1 Meeting Minutes
• Meeting minutes are intended to give members a record of Board and Commission
proceedings. After the minutes are approved, they are included as part of the upcoming
Council packet. Council members are very diligent about reading Board and Commission
minutes.
2 Joint Work Session
• Joint work sessions are held at least once a year. This is an opportunity to update the
Council on the Commission’s work plan and to get Council feedback on the progress to
date.
3 Annual Work Plan
• The annual work plan process enables Commissions to share their goals for the
upcoming year. The Council reviews those goals and other ideas before giving final
direction on Commission priorities.
• Council will assign each work plan item a Council Charge
4 Staff Reports
• Staff reports are prepared by staff to forward a regulatory item or other goal from the
Commission’s approved work plan to a Council meeting for approval or direction. It is
staff’s responsibility to outline the Commission's recommendation, as well as staff
recommendations, and to highlight any important differences between the two.
5 Advisory Communication
• Advisory communication is prepared by the Commission members under the direction
of the Commission. This template should be used when the Commission wants to give
input on an issue but due to timing or the nature of the issue, meeting minutes are
deemed insufficient. Advisory communications should be used if the Commission wishes
to advise the Council on a topic not included on their approved work plan.
Annual Work Plan
Council Charge:
• The Council Charge is a guide for Council to provide clear and specific direction to Boards and
Commissions on.
• Council Charge is given in instances when Council tasks a board or commission with an initiative.
• City staff ensures Council identifies the charge level of the task.
• The Council Charge concept is implemented in Board and Commission work plans.
Board/Commission Member Handbook 16 | P a g e
Charge 1: Study &
Report
2: Review &
Comment
3: Review &
Recommend
4: Review &
Decide
Commission
Role
Study a specific issue
or event and report
its findings to Council
Review a specific
policy issue and staff
will seek comments
from each individual
member of the group
to pass on to Council
Review a specific
policy issue and
provide a
recommendation on
the issue to Council
Study, review and
decide on an issue.
The Decision will be
the City’s official
position on the matter
unless the issue is
formally reversed by
Council
Commission
Vote
No vote is taken by
the commission
No vote is taken by
the commission
A majority vote is
required
A majority vote is
required
Commission
Recommendation
No official
recommendation is
provided to Council
No official
recommendation is
provided to Council
An official
recommendation is
provided to Council
No official
recommendation is
provided to Council
Report
Type
Required: Advisory
Communication &
Staff Report
Required: Staff Report
Required: Staff Report
Optional: Advisory
Communication
None
Work Plan Approval Process:
Approving work plans is a three-part process. Work plans development starts in the summer months and
ends in December.
1 Chair Presents Proposed Work Plan
• Annual work session meeting (typically October)
• Meeting Purpose: Chair to present proposed work plan and allow Council to ask clarifying
questions from the chair
2 Staff Presents Proposed Work Plan
• Annual work session meeting (typically November)
• Meeting Purpose: City staff (City Manager Comments) will present proposed work plans along
with recommended changes
3 Council Review and Final Approval
• Annual City Council meeting (typically first meeting in December)
• City staff will incorporate council changes from previous meeting and present proposed work
plans for approval
Board/Commission Member Handbook 17 | P a g e
Communication with the Public
We want members to promote their Board and Commission’s work with the public.
Members are asked to take care when conveying:
• Any decisions of the Board or Commission based on the information shared and resulting discussion
of the group during open meetings.
ETHICAL AND RESPECTFUL CONDUCT
Conflict of Interest
Definition: any member who has a financial interest in, or who may receive a financial benefit as a result of, any BC
action or if there is potential for the appearance of conflict of interest.
Members who have a conflict of interest must:
• Disclose the conflict of interest to the group, and
• Abstain from discussing or voting on the matter.
Gifts
• Members may not receive gifts from any “interested person” in conjunction with their BC duties.
• BC can recommend acceptance of general gifts through the City’s donation policy.
Respectful Behavior
Members should strive to:
• Treat people with courtesy, politeness and kindness.
• Encourage others to express their opinions and ideas.
• Listen to what others have to say.
• Use the ideas of others to improve decisions and outcomes.
• Recognize and respect differences.
Members should avoid:
• Speaking over or cutting off another individual’s comments.
• Insulting, disparaging or putting down people or their ideas.
• Bullying other members by displaying a pattern of belittling, demeaning, judging or patronizing comments.
Violence or the threat of violence will not be tolerated.
The Chair or the Staff Liaison can call for the removal of any anyone who threatens or commits an act of
violence.
Board/Commission Member Handbook 18 | P a g e
Code of Ethics
• I have been entrusted by the Edina City Council to perform my duties and services as a volunteer Board
or Commission Member in manner that is always in the best interests of the community of Edina.
• While honest differences of opinion may develop, I will work harmoniously with other Board or
Commission members to assure residents the services they require.
• I will invite all residents to express their opinions so I may be properly informed prior to making my
decisions. I will make them based solely upon the facts available to me. I will support the final decision of
the Board or Commission.
• I must devote the time, study and thought necessary to carry out my duties.
• I understand that the Board or Commission members recommend policies, the City Council establishes
policies and the staff is responsible for administering the policies of the City Council.
• I understand that as a Board or Commission Member, I have no authority outside of the proper meeting
of the Board/Commission.
• I understand that all Board/Commission meetings shall be open to the public, except as provided by law.
• I understand that it is my duty as a Board or Commission member to treat all residents, staff and fellow
Board and Commission members in a respectful and professional manner at all times.
• I will withdraw from discussions and decision-making actions in cases where I have a conflict of interest
and I will disclose those conflicts of interest when they arise.
Novus Boardview
Packets are created electronically by each Board and Commission’s staff liaison. Liaisons complete packets
three business days prior to the regular scheduled meeting. Members are asked to review meeting packets in
advance using the Novus Boardview Portal.
URL: Edina.novusagenda.com/boardweb
Username: first letter of first name and full last name
Password: New Members should receive a password reset email.
Contact MJ Lamon, if you have questions or forgot your password.
952-826-0360
mlamon@edinamn.gov
Community Health Commission Bylaws
1 | Page Updated 2015.08.19
Section 1: Introduction
The bylaws outlined below are approved procedures for the Community Health Commission. Members should review
and understand City Code Chapter 2, Article III, Division 1 and Chapter 2, Article III, Division 4, which are included in the
appendix of these bylaws. In the event of a conflict between the City Code and the Community Health Commission
bylaws, the City Code will prevail.
Some components of these bylaws are common across all City boards and commissions. From time to time the City
Council may make changes to board and commission bylaws and will notify the board and commission of these changes.
Boards and commissions should consult with their staff liaison if they want to propose a change to the bylaws. Proposed
bylaw amendments should be announced one meeting prior to voting on the proposed change. Bylaw amendments
require the approval of a majority of the voting Community Health Commission members and approval by the City
Council.
In addition to the City Code and these bylaws, the Community Health Commission will be guided by those policies and
procedural documents applicable to the Community Health Commission or City advisory boards in general. Copies of
these documents will be made available to members at the beginning of their service with the Community Health
Commission.
Section 2: Mission and Business Address
Refer to City Code Chapter 2, Article III, Division 1, Section 2-78 and Chapter 2, Article III, Division 4, Section 2-163 for the
Community Health Commission mission. The business office for the Community Health Commission is located at Edina
City Hall, 4801 W. 50th Street, Edina, MN, 55424. Members of the public can also contact the Community Health
Commission at mail@edinamn.gov.
Section 3: Membership
Membership Composition
Refer to City Code Chapter 2, Article III, Division 1, Section 2-80 and Chapter 2, Article III, Division 4, Section 2-164.
Terms of Membership
Refer to City Code Chapter 2, Article III, Division 1, Section 2-81.
Contact Information
Community Health Commission members are required to provide a mailing address and phone number and/or email
address to the Project Coordinator. This contact information is available to City staff and members of the public.
Community Health Commission Bylaws
2 | Page Updated 2015.08.19
Responsibilities
Community Health Commission members are expected to be present and adequately prepared for all meetings and to
actively participate in meeting discussions. Members who are unable to complete assigned tasks should notify the
Chairperson as soon as possible.
Attendance
Refer to City Code Chapter 2, Article III, Division 1, Section 2-86. If a member cannot attend a regular meeting, he or she
should notify the Staff Liaison as soon as possible and ideally no later than two hours prior to the start of the meeting.
Cancelled meetings will be counted as meetings held and attended for purpose of calculating attendance percentages.
Resignation or Removal
Refer to City Code Chapter 2, Article III, Division 1, Section 2-81. The Community Health Commission may ask the City
Council to review a member’s appointment based on the member’s failure to perform the responsibilities outlined
above.
Section 4: Meetings
Meeting Notice
Refer to City Code Chapter 2, Article III, Division 1, Section 2-84. All board and commission meetings are open to the
public. To comply with legal requirements and ensure accessibility to the public, the Staff Liaison gives official notice of
all Community Health Commission meetings on the City’s website and at City Hall.
Regular Meetings
Refer to City Code Chapter 2, Article III, Division 1, Section 2-84. Regular meetings of the Community Health Commission
are held at Edina City Hall or another officially noticed location on the second Monday of each month. A regular meeting
may be rescheduled by the Community Health Commission at a prior meeting.
Annual Meeting
In February, the Community Health Commission will hold an annual meeting to:
• Elect officers for the upcoming year,
• Review and update bylaws as necessary, and
• Affirm the regular meeting schedule for the upcoming year.
Special Meetings
Special meetings of the Community Health Commission may be called by the Chairperson, City Council, City Manager or
by the directive of a majority of the Community Health Commission voting members. Members will be notified of the
special meeting by written or email communication at least three calendar days in advance of the meeting. To comply
with the open meeting law and to ensure accessibility to the public, the Staff Liaison posts official notice of all special
meetings. A quorum is not required for special meetings; however, members cannot take action on a motion unless a
quorum is present.
Cancelling Meetings
Community Health Commission Bylaws
3 | Page Updated 2015.08.19
Meetings of the Community Health Commission can be cancelled by the Chairperson, City Council, City Manager or by
the directive of a majority of the Community Health Commission voting members. Meetings may be cancelled for
insufficient business, lack of quorum, conflict with a holiday, inclement weather or in the event of a community
emergency.
Quorum
Refer to City Code Chapter 2, Article III, Division 1, Section 2-84.
Meeting Agendas
Meeting agendas will be prepared by the Chairperson in consultation with the City Staff Liaison. Members may request
that items be added to the agenda; however, the addition of such items is subject to approval by a majority of the voting
members. The meeting agenda and related materials will be sent electronically the Thursday prior to the scheduled
regular meeting.
Meeting Proceedings
During regular meetings, business will be conducted in the order listed below. The order of business may be changed
with the support of a majority of the voting members.
• Call to order
• Roll call
• Approval of agenda
• Approval of minutes from preceding meeting
• Public hearings
• Community comment
• Reports and recommendations
• Correspondence
• Commission comments
• Staff comments
• Adjournment
Meetings will be conducted according to the latest edition of Roberts Rules of Order.
Community Comment
During "Community Comment," the Chair will ask to hear from those in attendance who would like to speak about
something not on the agenda that is relevant to the Community Health Commission. Individuals must limit their
presentations to three minutes. Chair has the right to limit the number of speakers making similar statements and to
limit comments related to matters previously discussed. The Community Health Commission is not required to respond
to the comments. In order to maintain a respectful environment for all those in attendance, disruptive behavior such as
the use of signs, clapping, cheering or booing is not allowed.
Motions and Voting
Community Health Commission Bylaws
4 | Page Updated 2015.08.19
A simple majority of voting members present and voting will decide all motions before the Community Health
Commission. At the request of a member, a roll call vote will be taken when there is a divided vote on any item. A tie
vote on any motion will result in a failure to pass. Student members are not eligible to vote.
Meeting Minutes
Refer to City Code Chapter 2, Article III, Division 1, Section 2-85. City staff will prepare minutes for Community Health
Commission meetings. The minutes will include which members were present and absent, a summary of each item
discussed and any motions proposed, and the votes on those motions. If a member of City staff is not present to record
minutes, the Community Health Commission will appoint a secretary to prepare the minutes. The secretary will prepare
draft minutes within two weeks of the meeting date and forward the draft to the Chair and City Staff Liaison. Approved
minutes will be posted on the City’s website and forwarded to the City Clerk for distribution to the City Council by the
City Staff Liaison.
Section 5: Officers
Refer to City Code Chapter 2, Article III, Division 1, Section 2-83. The Community Health Commission will hold elections
for the officer positions of Chairperson and Vice Chairperson at the annual meeting in February. The Chairperson may
make and second motions and vote on all motions. The duties of the Chairperson include but are not limited to:
• Prepare the agenda in consultation with the City Staff Liaison.
• Lead the meeting in accordance with the agenda and facilitate discussion on agenda items.
• Invoke a reasonable time limit for speakers during public testimony.
• Ensure that the bylaws are followed and actions are properly taken.
• Maintain meeting decorum.
• Extend meetings or schedule special meetings as necessary.
• Cancel meetings, in consultation with the City Staff Liaison.
• Facilitate the development of the annual work plan.
• Develop annual calendar of anticipated agenda items for each month.
• Consult with members regarding attendance issues.
• Encourage active participation by Community Health Commission members and members of the public.
The Vice Chairperson performs the duties of the Chairperson in his/her absence. If both the Chairperson and the Vice
Chairperson are absent, an acting chairperson may be assigned in advance by either officer or at the meeting by a
majority vote of the members.
Section 6: City Staff Liaison
Refer to City Code Chapter 2, Article III, Division 1, Section 2-79. The Community Health Commission has a City Staff
Liaison appointed by the City Manager. The City Staff Liaison is expected to work cooperatively with Community Health
Commission members. Members may not direct City staff but can request assistance through the City Staff Liaison to
carry out the Community Health Commission mission. The duties of the City Staff Liaison include but are not limited to:
• Work with Chairperson to prepare and distribute meeting agendas.
Community Health Commission Bylaws
5 | Page Updated 2015.08.19
• Reserve meeting rooms and other needed meeting equipment.
• Record and prepare meeting minutes (or delegate the responsibility to another City staff member).
• Provide technical expertise and access to City resources.
• Work with Chairperson to ensure bylaws are followed and annual work plans are submitted.
• Relay information or directives from City Council meetings or work sessions relevant to the Community Health
Commission.
• Respond to Community Health Commission inquiries in a timely manner.
• Forward information to and between Community Health Commission members.
• Record meeting attendance, include the current attendance record with each packet and consult with the
Chairperson and designated staff regarding attendance issues.
• Provide orientation materials to new members and Chairperson.
• Handle funds allocated to the Community Health Commission in accordance with its directives, City policies and
legal requirements.
• Serve as the custodian of Community Health Commission records.
• Work with City Clerk to serve all notices required by law or these bylaws.
Concerns with the performance of the City Staff Liaison should be directed to the Assistant City Manager.
Section 7: Committees and Working Groups
Introduction
Committees or Working Groups may be established by a majority vote of the Community Health Commission to study
issues in greater depth and report findings. Committees or Working Groups present their analysis to the Community
Health Commission for discussion and recommendations. The Community Health Commission has the sole authority to
make final recommendations on all matters on which a Committee or Working Group has given guidance. The
Community Health Commission defines the scope and the duration of the Committee or Working Group’s mission. In no
case may the Committee or Working Group exceed the authority granted by the Community Health Commission.
Committee and Working Group participants may not include enough voting Community Health Commission members to
constitute a quorum for the Community Health Commission. Committees or Working Groups may be designated as
standing (ongoing) or temporary in nature.
Definitions
Committees and Working Groups may be comprised of two or more people, one of whom is the chair appointed by the
Community Health Commission. A Committee is comprised of current Community Health Commission members only. A
Working Group is led by a Community Health Commission member, but will also include members of the public.
Working Group Announcement
Notice will be given to the public of the formation of any Working Group, including a press release from the City to local
media outlets. Individuals will have a minimum of 14 days after the public notice to express interest in joining before
members are selected.
Public Access
Community Health Commission Bylaws
6 | Page Updated 2015.08.19
Based on the potential public interest in the topic, some Committee and Working Group meetings may be designated as
public meetings by the Community Health Commission or the City Council. If a Committee or Working Group’s meetings
are designated as public meetings, official meeting notices, written agendas and written minutes are required. Refer to
Section 4 of these bylaws for additional information on meeting notices.
Appointments and Chair Assignments
Committees: The Community Health Commission Chairperson will ask for Committee volunteers from the Community
Health Commission membership. A majority vote may approve the Committee appointments once sufficient volunteers
are established. A temporary Committee Chair will be appointed by the Community Health Commission at the time of
Committee formation. The Committee will elect its own chair and notify the Community Health Commission
Chairperson.
Working Groups: The Community Health Commission Chairperson will ask for volunteers from the Community Health
Commission to serve as the Working Group Chair. The Working Group Chair is approved by a majority of the Community
Health Commission members. The Working Group Chair will recommend other Working Group members. By definition,
those members will include individuals outside of the Community Health Commission. The Chair may also nominate a
co-chair who is not a Community Health Commission member. Working Group appointments will be made by a majority
vote of Community Health Commission members.
The duties of the Committee or Working Group Chair(s) include but are not limited to:
• Set the meeting schedule and, if required, notify the City Staff Liaison for public notification.
• Prepare and distribute a written meeting agenda, if required.
• Lead the meeting in accordance with the agenda and facilitate discussion on agenda items.
• Ensure that this section of the bylaws and Community Health Commission directives are followed.
• Maintain meeting decorum.
• Recommend members and notify Community Health Commission of changes in membership (Working Group
only).
• Report on the Committee or Working Group’s activities at each regular Community Health Commission meeting.
• Communicate to the Committee or Working Group any directives, questions or input from the Community
Health Commission.
Resignation or Removal
A Committee or Working Group member may voluntarily resign by submitting his or her written resignation to the Chair
of the Committee or Working Group. A Committee or Working Group member may be removed by a majority vote of
the Community Health Commission.
Disbanding
A Committee or Working Group may be disbanded at any regular meeting of the Community Health Commission by a
majority vote of the members. Committees or Working Groups will automatically be disbanded if no member of the
Community Health Commission is available to serve or appropriate volunteer membership cannot be established.
Section 8: Communication
Community Health Commission Bylaws
7 | Page Updated 2015.08.19
Applicability
This section applies to all types of media and communication methods including face-to-face, telephone, email and
social media.
Communication Between Members Outside of Meetings
Community Health Commission -related communication between members when a quorum of voting members is
present constitutes a violation of open meeting laws if it takes place outside of publicly-noticed meetings. Members are
prohibited from discussing Community Health Commission business in such a situation. Since email communication is
common outside of meetings, the following email protocol is adopted:
• Any email communication intended for a majority of Community Health Commission members should go
through the City Staff Liaison so that an appropriate record can be established.
• Members should not respond “reply all” to group messages.
• Members should not blind copy (bcc) other members.
Members must not engage in a serial discussion of Community Health Commission business. A serial discussion occurs
when members discuss official business with a majority of voting members through successive communications. Serial
communication can occur through a combination of communication methods such as face-to-face, email, telephone or
on a social media site.
Communication with the Public Outside of Meetings
Community Health Commission members are encouraged to share their work with members of the public within the
guidelines noted in the paragraph below.
When communicating Community Health Commission business with the public, members should understand and convey
the following:
• The deliberations and decisions of the Community Health Commission will be based solely on information
contained in the public record presented to all Community Health Commission members participating in the
deliberation or action.
• The member’s comments do not represent the opinion or viewpoint of other commissioners or the Community
Health Commission as a whole.
Members should exercise care not to communicate how they intend to vote on any pending matter or give the
appearance any matter has been pre-decided.
Public Announcements and Press Releases
The City’s Communications and Technology Services Department will approve and coordinate any public
announcements, press releases or other media contact desired by the Community Health Commission.
Section 9: Financial Transactions
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All financial expenditures by the Community Health Commission must relate to the Community Health Commission
mission and be covered under the Community Health Commission budget. All expenditures must be approved in
advance by a majority of the voting members. The City Staff Liaison is responsible for ensuring that all approved
expenditures or reimbursements meet the criteria above as well as other City financial policies. Expenditures that do not
meet the criteria above will not be reimbursed. The Community Health Commission does not have the authority to
execute contracts or to otherwise financially obligate the City of Edina. Any contract related to Community Health
Commission business will be managed by the City Staff Liaison and may be subject to City Council approval.
Section 10: Ethical and Respectful Conduct
Conflict of Interest
Members may not use their position on the Community Health Commission for personal benefit. The interests of the
Community Health Commission must be the first priority in all decisions and actions. Any member who has a financial
interest in, or who may receive a financial benefit as a result of, any Community Health Commission action or decision
must disclose this fact as a conflict of interest. A member who has disclosed a conflict of interest should abstain from
discussion and voting on the matter.
Gifts
Community Health Commission members may not receive personal gifts from any “interested person” in conjunction
with their board or commission duties. An “interested person” is a person, or representative of a person or an
association, who has a direct financial interest in a recommendation under the Community Health Commission’s
purview. This section does not apply to lawful campaign contributions. The Community Health Commission may
recommend acceptance of general gifts or donations through the City’s donation policy.
Respectful Behavior
The City of Edina is committed to providing a work environment free from violence for all elected and appointed
officials, employees and visitors. The City does not tolerate any form of violence in the workplace including threats or
intimidating actions by or against any of the groups cited above. Violence and threats may include, but are not limited
to:
• Any act which is a physical assault
• Any threat, behavior or action which is interpreted by a reasonable person to carry the potential to harm or
endanger the safety of others, or result in an act of aggression, or destroy or damage City property.
The Chairperson and City Staff Liaison have the right to call for the immediate removal of anyone who threatens or
commits an act of violence on City property.
Respectful behavior also includes how Community Health Commission members relate to each other, City staff and
members of the public. Members share a joint responsibility in modeling, monitoring and addressing behavior within the
group.
During Community Health Commission interactions, members should strive to:
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• Treat people with courtesy, politeness and kindness
• Encourage others to express their opinions and ideas
• Listen to what others have to say
• Use the ideas of others to improve decisions and outcomes
• Recognize cultural differences
Members should avoid:
• Speaking over or cutting off another individual’s comments
• Insulting, disparaging or putting down people or their ideas
• Bullying other members by displaying a pattern of belittling, demeaning, judging or patronizing comments.
How to Report
Members can report cases of unethical conduct to the City Staff Liaison, Assistant City Manager, City Manager or City
Attorney.