Committee Handbook

On behalf of the city council, I would like to congratulate you on your appointment to one of the many committees/commissions that we are fortunate to have in the City of Shoreview. These advisory groups play a valuable role in the governance process and assisting the city council in providing services, programs and facilities for our residents. Your sincere interest in serving on one is appreciated.

This handbook is designed to provide information regarding the appointment process, the operation of Shoreview’s local government, and the general operating policies for all of our advisory groups. More specific information will be provided to you by your staff liaison.

According to our community surveys, Shoreview is considered one of the best places to live in the Twin Cities metropolitan area with 95% of residents rating the quality of life as either excellent or good. As a city council we rely on the input and advice of our committees/commissions to help achieve and maintain this high ranking.

Again, I want to thank you for dedicating your time and talents to serving our great city and I sincerely hope you find your experience with the city to be rewarding.

Terms of office

All groups except for the economic development authority have three-year terms. The economic development authority has six-year terms.

Attendance requirements

Advisory groups benefit through participation and discussion of all members. A quorum (or majority) of the group is necessary to conduct official business. Members are expected and encouraged to attend all meetings. However, if you must miss a meeting, please let the staff liaison know beforehand.

The city council has adopted an attendance policy for advisory groups(PDF, 165KB). They also receive annual attendance reports. Repeated unexcused absences can be grounds for the city council to consider replacing a member.

Standards of appearance

Since all meetings are open to the public, advisory group members should maintain a professional appearance. The following clothes are unacceptable to wear at a meeting:

• Clothing that is torn, dirty or frayed.
• Clothing that has words, terms, or pictures that may be offensive to the public or staff.

Since planning commission meetings are televised live and rebroadcast, the standards of appearance are higher. Planning commission members should dress in business-casual or higher for all televised meetings.

Code of ethics

Section 309 of the city code(PDF, 145KB) outlines the city’s code of ethics.

Code of conduct

The following principles help ensure that advisory groups operate efficiently:

• Members should attend all meetings.
  • Members should contact the staff liaison before the meeting if they are going to miss it. This helps ensure that the advisory group will have a quorum.
• Members should respect the decision making process and any decisions made by the group.
• Issues and decisions should be openly discussed at meetings.
• Any communications to members must be sent to the staff liaison for distribution per the open meeting law.
• Members should not expect, nor seek special consideration or influence based on their position.

Conflict of interest

Generally, state law prohibits public officials, including advisory group members, from having a personal financial interest in a sale, lease or contract they are authorized to make in their official capacity. Members must:

• Avoid actions that might give the appearance of impropriety or a conflict of interest.
• Not use their position to gain privileges or special treatment.
• Abstain from discussion or voting on an issue if there is a conflict of interest

If members have any question about a possible conflict of interest, they should contact their staff liaison who can check with the city attorney.

All advisory group meetings are open to the public and subject to the open meeting law, (Minnesota Statutes, Chapter 13D). A meeting is considered official when a quorum is present. A meeting does not include social or chance gatherings not intended to avoid the law. The purpose of the open meeting law is:

• To prohibit actions being taken at a secret meeting where it is impossible for the interested public to become fully informed about a public board’s decisions or to detect improper influences.
• To assure the public’s right to be informed.
• To afford the public an opportunity to present its views to the public body.

The primary requirements of the open meeting law are that:

• Meetings are open to the public.
• Proper notice is given and relevant materials are available to the public.

Any communication, including emails, between some or all members, could potentially be considered a public meeting. If you have information or any type of communication to share with other members, please send it to your staff liaison. They can then forward it to all members and add it to an agenda for review or discussion. The open meeting law does not preclude an individual member from contacting the staff liaison with questions or concerns, or to seek more information on topics or agenda items.

Any person who intentionally violates the open meeting law is subject to personal liability in the form of a civil penalty of up to $300 for a single occurrence. The city maintains insurance for open meeting law coverage, but it does not cover personal penalties.

See pages 12 - 26 in the League of Minnesota Cities' memo on meetings for information on the open meeting law.

The city council appoints the chairperson of the planning commission. Planning commission members interested in serving as chair should send an email to the city planner by the end of each year. The city council will then appoint a chair at a meeting in January.

All other advisory groups elect their own chairperson(s). It is generally recommended that the chairperson change every three years.

Chairperson responsibilities

• Preside at all official meetings.
• Consult with the staff liaison in drafting the meeting agenda, if necessary.
• Attend city council meetings as needed to represent the advisory group.
• Sign correspondence from the advisory group with city council approval.
• Serve as a model of leadership and inspire public confidence in Shoreview’s government.

Chairperson powers

• Call a meeting to order and propose adjournment.
• Recognize and call upon speakers.
• Call for discussion and vote on motions.
• Clarify or request clarifications of motions made by members.
• Rule motions out of order.
• Interpret and enforce any meeting management bylaws or rules of procedure.
• Call members to order if they disregard rules of procedure or decorum for the meeting.

An effective chairperson

An effective chairperson also

• Ensures decisions are made in a timely manner.
• Solicits discussion and opinions from all members.
• Ensures members and the public have an opportunity to talk
• Does not allow personal attacks.
• Keeps the discussion focused on the issue.
• Builds trust through fairness to all the participants.

Serving on an advisory group is a privilege. It also comes with a responsibility to act in the best interest of the City of Shoreview. Members represent the interests of the city both at official meetings and outside city hall. As a city ambassador, it is important to understand that your words and actions reflect that role at all times.

Member responsibilities

• Attend scheduled meetings or let the staff liaison know if they will be absent.
• Prepare in advance of meetings (e.g. read agenda packet before the meeting).
• Fully participate in meetings and carry out assignments.
• Contact the staff liaison if there are questions or they want more information on an agenda item before the meeting.
• Use community members to obtain feedback on topics under consideration.
• Be considerate of fellow members and staff.
• Demonstrate respect, kindness, consideration, and courtesy to others.
• Be respectful of other people’s time.
• Act and speak with honesty and integrity.
• Do not speak for the advisory group unless authorized to do so.
• Do not speak for the city unless authorized to do so by the city council.

The staff liaison serves as the liaison between the advisory group and the city council.

Staff liaison responsibilities

• Provide orientation for new members
• Facilitate meetings
• Provide necessary information about rules and regulations
• Prepare and present reports with recommendations
• Ensure that a work plan for the coming year and year-end summary of the prior year is submitted to the city council
• Provide administrative support
• Work with the chair to prepare agendas, if necessary
• Post an agenda in compliance with the state open meeting law.
• Distribute meeting packets to members.
• Take and prepare minutes and distribute them to the city council in either draft or final form.
• Submit budget requests for advisory group members to attend training sessions or other events.

Members serve an important role in extending the reach of the democratic process into the community. The city council relies on the work of advisory groups. However, members should be aware of and sensitive to the council’s need to balance priorities and goals for the entire city.

Advisory group members should:

• Think of themselves as advisors to the city council and city ambassadors.
• Make their decisions based on their collective judgment and not try to predict what action the city council may take.

Removal of members

The city council is responsible for appointing all advisory group members. They reserve the right to appoint, reappoint, or remove any individual from an advisory group at any time.

As an advisory group member, you will sometimes be asked to communicate information to the public. Communicating accurate, timely, and professional information is important. Please remember that you are a city ambassador and represent the interests of the city. Your words and actions reflect that role. Please remember that you cannot speak to the media unless authorized to do so.

Social media

Many members use social media in various ways. However, the ‘personal’ style of social media can make it difficult to draw the line between public/professional and private use.

As a city ambassador, it is important to remember that your statements and opinions must remain personal. They cannot be viewed as representing the city’s nor your advisory group’s official position. Please consider this when posting on social media on topics that could be related to your work with the city. Do not give the impression that you are speaking on behalf of the city or advisory group. Exercise good judgment and remember that even when you write in your personal capacity, you are still an advisory group member.

Agendas

The staff liaison prepares an agenda for each meeting. They may consult with the chairperson(s) on the agenda. The agenda outlines the topics that will be introduced, discussed, and acted upon at each meeting.

Minutes

The staff liaison records summary minutes of each meeting. The minutes are a permanent record of the group’s actions, discussions, and opinions. They are also forwarded to the city council for formal acceptance. The city council uses them as input and background for council decisions.

Correction to minutes

It is important for advisory group members to review minutes and make corrections if needed so that the approved minutes accurately reflect the group’s work. Members should make corrections to minutes before they are approved by the group. Corrections require a motion, second and a majority vote. The corrections and approval are then noted in the minutes of the current meeting.

Public notice

The open meeting law requires the city to post an official public notice for all meetings of a governmental body. The city should provide public notice in the following manner:

• As required by state statutes;
• States the time, date, place, and subject matter of the meeting; and
• Posted at least 24 hours before the meeting, or 2 hours under special circumstances.

Parliamentary procedures

The city council and advisory groups typically follow a modified version of Roberts Rules of Order for any formal actions. These rules are meant to simplify procedures. View a quick reference guide to motions.

The use of parliamentary procedure:

• Promotes cooperation and harmony so people can work together effectively to accomplish goals.
• Guarantees each individual an equal right to propose motions, speak, ask questions, and vote.
• Protects the rights of minority points of view.
• Gives the minority the same consideration and respect as those in the majority.
• Encourages the full and free discussion of every motion presented.
• Ensures that the meeting is fair and conducted in good faith.

Quorum

A quorum is the minimum number of members needed for a group to conduct business. A quorum is a majority of the authorized seats on the advisory group. For a nine-member group, a quorum is five members.

Voting

When present, all advisory group members are expected to vote. Failure of a member to orally express a vote constitutes an affirmative vote. Any group member can request a roll call vote to take place and be recorded. A tie vote is equal to a vote that has failed.

Motions

A motion is the way that a group conducts business under parliamentary procedure. There are several types of motions, each of which must meet certain requirements before a vote can take place. A reference guide to motions is in Appendix H of this handbook.

Steps to make, discuss, and vote on a motion:

1. The maker of the motion asks for chairperson recognition.
2. After the individual is recognized, they state “I move…”
3. The chairperson asks if there is a second. Another member of the group must second the motion in order for discussion to start on the motion.
4. The chairperson restates the motion “It has been moved and seconded that…” and opens the floor to discussion.
5. The chairperson recognizes members who wish to comment on the motion. Only one motion may be discussed at a time.
6. At the end of the discussion period the chairperson will “call for the vote”.
7. The vote can either be done by voice or roll call.

• City overview(PDF, 337KB)
• Organizational chart(PDF, 57KB)
• City council goals
• Open appointment policy(PDF, 279KB)
• Guide to motions(PDF, 469KB)