HomeMy WebLinkAboutOrdinance No. 2025-19 Amending Chapter 2, Article III. Boards, Committees and CommissionsORDINANCE NO. 2025-19
AN ORDINANCE AMENDING CHAPTER 2
OF THE EDINA CITY CODE CONCERNING
ADMINISTRATION, ARTICLE III. BOARDS, COMMITTEES, AND COMMISSIONS
The City of Edina Ordains:
Chapter 2 Article III Boards, Committees and Commissions are amended with the following original text,
added text, and deleted text:
Section 1. Article III. Advisory Boards, Committees and Commissions
Division 1. Generally
Sec. 2-78. Establishment.
(a)Authority to establish. Pursuant to Minn. Stats. § 412.621, and other such statutes as are
specifically cited herein, the council establishes or continues the following boards and
commissions to advise the council with respect to regarding municipal functions, and activities
and to provide input on investigate subjects of interest to the city council.
(b)How established. A board or commission may be established by a majority vote of the council. An
ordinance shall be adopted prescribing the purpose, duties and composition of the board or
commission.
(c)Subject to provisions in this chapter. All boards and commissions established by the council shall be
subject to the provisions of this chapter, unless otherwise specified in city ordinance or state
law.
(d)Purposes and duties generally. All boards and commissions established by the council shall be
advisory to the council and shall have the responsibility to:
(1)Investigate matters within the scope of the particular board or commission or as
specifically directed by the council. Provide input and recommendations on matters
within the scope of the particular board or commission’s work plan or as specifically
directed by council.
(2)Advise the council by communicating the perspectives, insights viewpoint or suggestions
advice of the board or commission.
(3)At the direction of the council advise on key issues by researching, facilitating
discussions, considering community perspectives and developing informed
recommendations for the council’s consideration, hold hearings, receive evidence,
conduct investigations, and, on the basis of such hearings, evidence and investigations,
make decisions and recommendations to the council.
(e)Advisory role. A board or commission established by the council shall not assume the role of an
administrative or legislative body.
Sec. 2-79. Cooperation of city officials subject to direction of city manager.Staff Liaisons.
The city manager may make available city staff members to perform administrative duties and
records management on behalf of the board or commission.
Sec. 2-80. Membership.
(a)Regular members. Regular members of boards and commissions established by the council shall
be adult residents of the city unless otherwise expressly stated by ordinance. Continued
residence within the geographic limits of the city shall be a condition of the appointment.
Members who discontinue legal residency in the city shall automatically be deemed to have
resigned from the board or commission as of the date of such discontinuance.
(b)Student members. Student members shall be residents of the city or officially open enrolled as a
student at Edina High School and entering sophomore, junior or senior year. Student members
shall be nonvoting.
(1)Until September 1, 2021, each commission may have up to three student members and two
thereafter.
Sec. 2-81. Appointment and terms of membership.
(a)Regular members. Commission members shall be appointed by majority vote of the council.
Members of Arts and Culture Commission, Community Health Commission, Energy and
Environment Commission, Construction Board of Appeals, Heritage Preservation Commission,
Community Connections CommissionHuman Rights and Relations Commission, Parks and
Recreation Commission, and Transportation Commission, and Board of Appeal and Equalization
are eligible to serve two, three-year terms. Members of the Planning Commission are eligible to
serve three, three-year terms. A member in good standing shall serve until a successor has been
appointed.
(b)Student members. Student members shall be appointed by majority vote of the council and serve
in one-year terms.
(c)Resignation and removal. Members shall serve without compensation and may resign by:
(1)vVoluntarily, by via letter or e-mail to the city manager and/or designee, or
(2)be removed by mRemoval, through majority vote of the council or pursuant to section
2-80 or 2-86.
(c)(d) Vacancies. Vacancies in membership may be filled by majority vote of the council for the
balance of the unexpired term.
(d)(e) Term of appointment to fill vacancy. A person appointed to fill a vacancy shall be eligible to
serve term limits as defined in paragraph (a) of this section in addition to the balance of the
unexpired term.
(e)(f) No concurrent membership. No person may serve concurrently on more than one board
or commission.
(f)(g) Staggered terms. Terms of membership shall be staggered so that no more than one-half
of the terms on a board or commission expire in any particular year.
(g)(h) Change in board or commission appointment. All uninterrupted board or commission
service will count towards the term limit of the current position,
(h)(i) Total term limits. Regular members who complete the defined term limits in paragraph (a)
of this section are ineligible to serve on any board or commission for one year.
Sec. 2-82. Subgroups: Committees Subcommittees and working groups.
(a)Establishment. A board or commission may establish ad hoc subgroups such as committees
subcommittees or working groups.
(b)Composition. SubcCommittees are comprised of board or commission members only. Working
groups are comprised of board or commission members in addition to public members. Neither
subcommittees nor working groups may include a number board or commissioner members
equal to or greater than the number sufficient to constitute a quorum of that board or
commission members.
(c)Prohibition. A subcommittee or working group may not engage in activities, functions, or duties
outside the established scope of authority. granted to the board or commission by which it was
established.
(c)(d) Disbanding. Subgroups can be disbanded by majority vote of the board or commission
from which it was established or is disbanded upon completion of the group’s work.
Sec. 2-83. Officers.
(a)Chairperson and vice-chairperson. Each board or commission shall annually shall elect from its
members a chairperson and vice-chairperson to serve a term of one year. No person shall serve
more than three two consecutive one-year terms as chairperson of a particular board or
commission. A chairperson elected to fill a vacancy shall be eligible to serve three two full terms
in addition to the remainder of the vacated term. There are no term limits for the position of
vice-chairperson.
Sec. 2-84. Time, location and types of meetings.
(a)Regular meetings. All board and commission meetings are open meetings subject to the
Minnesota Open Meeting Law (Minn. Stats. ch. 13D) and shall be held at a fixed time, and on a
fixed date, and and in a fixed place as shall be determined by the board or commission. The city
clerk or designee shall give notice of all board and commission meetings as required for
meetings of public bodies. A regular scheduled meeting may be rescheduled or cancelled by a
majority vote at a prior meeting.
(b)Special meetings. Special meetings can be called by the chair, city council, city manager or by a
majority vote of members. Notice of special meetings must conform to the Minnesota Open
Meeting Law.
(c)Quorum. A simple majority of voting members, appointed and serving, shall constitute a quorum
for any regular or special meeting. If a quorum is not established or maintained during the
course of a meeting, no votes on board or commission business may be taken except a motion
to adjourn or recess.
Sec. 2-85. Meeting minutes.
(a)Official record. Approved minutes of board or commission proceedings shall be public record; the
city shall retain a copy of the official minutes of each board or commission meeting in
accordance with applicable state law.
(b)Recording. The city manager may make available a city staff member to serve as a meeting
minutes recorder. Recorded minutes shall be reviewed and approved by the board or
commission.
(c)Distributed to city council. Official minutes of each board or commission meeting shall be
distributed to the council prior to the first regular council meeting after approval of the minutes
by the board or commission.
Sec. 2-86. Attendance requirements.
(a)Purpose. To assist boards and commissions in fulfilling their purposes and duties and to ensure
that they are not prevented from doing so by the repeated absence of their members, the
council hereby establishes an attendance policy for members serving on boards and
commissions.
(b)Removal. Any member of a board or commission established by the council shall be deemed to
have resigned as a member of the board or commission under the following circumstances:
(1)The regular member is absent from three consecutive regular meetings, or for a regular
member of the planning commission is absent from four consecutive regular meetings.
(2)The regular member does not attend at least 75 percent of the regular scheduled
meetings in any calendar year., not including the joint work sessions with the council.
For a regular member, whose term begins during a calendar year, attendance in that
calendar year is measured as at least 75 percent of the scheduled meetings following the
beginning of the member's term.
(c)Exceptions. The requirements of this subsection shall not apply to attendance at special meetings,
joint work sessions with council or meetings of committees or working groups.
(d)Annual review. The City Manager or designee shall conduct an annual review of the attendance of
members of boards and commissions established by the council.
(1)Members who do not meet the attendance requirement (section 2-86 subsection b
paragraph 1) cannot appeal to City Council to continue service.
(2)Members who do not meet the annual 75% attendance requirement (2-86 subsection b
paragraph 2) can appeal to City Council to continue service.
(3)Members can only appeal one time during their current tenure.
(e)Vacancies. The successor to any member of a board or commission who has been removed
pursuant to this subsection shall be appointed pursuant to section 2-81.
(1)The requirements of this subsection shall not apply to attendance at special meetings, joint work
sessions with council or meetings of subcommittees or working groups.
(2)The requirements of this subsection shall not apply to members of the housing and
redevelopment authority of the city, the East Edina Housing Foundation or the city council.
(d)Annual review. The City Manager or designee council shall conduct an annual review of the
attendance of members of boards and commissions established by the council.
(1)Members who do not meet the attendance requirement (section 2-86 subsection b paragraph
1) cannot appeal to City Council to continue service.
(2)Members who do not meet the annual 75% attendance requirement (2-86 subsection b
paragraph 2) can appeal to City Council to continue service.
(3) Members can only appeal one time during their current tenure.
(e)Vacancies. The successor to any member of a board or commission who has been removed
pursuant to this subsection shall be appointed pursuant to section 2-81.
Sec. 2-87. Work Plans.
(a)Work Plan Development.
Each commission must create a work plan that outlines the specific projects and/or ongoing
responsibilities the commission will focus on.
(1)All items in the plan must relate to the commission’s assigned duties.
(2)The City Council must approve the work plan before the commission begins work.
(b)Mid-Cycle work plan modifications. If a commission wants to change its approved work plan—such
as adding or removing an item—it must request approval from the City Council.
(c)Reviewing other city projects. Commissions may include work plan requests to review and
comment on city projects led by staff if the topic is relevant to the commission’s purpose.
(d)Updates outside the work plan. Staff may bring project updates to a commission if the project
relates to the commission’s assigned duties. These updates are for information only, unless
directed by City Council or City Manager.
Section 2. Immediately effective upon approval.
Attest:
__________________________ ____________________________
Sharon Allison, City Clerk James B. Hovland, Mayor
First reading: Dec. 16, 2025
Second reading: Waived
Sharon Allison (Dec 17, 2025 15:18:35 EST)