Chapter A-14. Policy Concerning Citizen Committees  

WHEREAS, The past volunteer service of citizen committees has contributed greatly to the formulation of important decisions and the solution of problems within the City of Saint Paul; and

WHEREAS, Citizen committees will continue to be needed to provide valuable information and advice to the mayor and council in their duties of managing the city's affairs; and

WHEREAS, The mayor and council concur that there is a need for a standardized policy concerning the establishment of future committees and the appointment of members,

NOW, THEREFORE, BE IT RESOLVED, That Council File No. 266996 is hereby amended to read as follows:

POLICY CONCERNING CITIZEN COMMITTEES

I. Establishment of Committees

A.

The city council shall refer each request to create a committee to a committee of the council for review and recommendations.

B.

Committee members on other than ad hoc committees shall be appointed to staggered two-year terms.

C.

The document establishing a committee shall define the charge to the committee, its duties, the expected work product and due date, and the life expectancy of the committee.

II. Appointment to Committee Membership

A.

Except as provided in clause D, all committee vacancies created by expiration of term, resignation or death shall be announced by the city clerk to the mayor, the city council and the general public at least forty-five (45) days prior to the date of filling the vacancy.

B.

Except as provided in clause D, appointment to vacancies shall occur no sooner than forty-five (45) days after the vacancies are announced.

C.

A completed application form including the name and general background of each appointee shall be publicly announced at least seven (7) days prior to the expected date of confirmation.

D.

In those cases where a vacancy occurs and there has been a previous advertisement for a position on that committee within ninety (90) days immediately preceding the vacancy, appointment to such vacancies shall occur no sooner than, but may be made after, ten (10) days after the vacancy is announced, provided however that said appointment be made from the pool of candidates established pursuant to the previous advertisement.

III. Committee Membership

A.

In nominating committee members, the mayor shall give priority to residents of the city.

B.

Loss of committee membership shall occur as a result of absence without excuse from three (3) consecutive meetings or one-half of the announced meetings within one (1) year.

C.

Members shall serve at the will and pleasure of the appointing authority.

D.

No person shall be appointed to serve on more than two (2) city boards, commissions or committees at any one time.

E.

Reserved.

F.

No citizen committee member or any citizen committee or commission, whether established by city council resolution or ordinance, shall serve more than three (3) consecutive terms or six (6) years, whichever is longer. This paragraph shall not apply to terms served prior to October 31, 1988.

IV. Meetings

A.

All committee meetings shall be open to the public.

B.

Except for committees comprised wholly of city employees, at least every other meeting shall be in the evening.

V. Records

A.

Each committee shall give the city clerk notices of its meetings and membership vacancies, minutes of meetings and annual reports.

B.

When a committee completes its work, committee-related materials shall be given to the assigned staff person for proper disposition.

C.

The city clerk shall keep an up-to-date manual of committees and their members. This manual shall be available to the public at cost.

VI. Committee Costs

A.

The budget shall contain funds to provide staff and materials needed to support committees.

B.

Members of committees other than ad hoc committees may be eligible for per diems, as determined by the city council.

C.

Members may be reimbursed for all expenses directly attributable to attendance at committee meetings, as determined by the city council.

D.

Members of citizen committees who do not receive per diems shall be reimbursed for automobile parking costs incurred in connection with attendance at committee meetings, provided that such parking reimbursement shall be limited to parking at the Saint Paul Civic Center ramp.

(C.F. No. 266996, 4-1-76; C.F. No. 275745, 10-2-80; C.F. No. 88-435, 3-29-88; C.F. No. 88-1406, 10-25-88; C.F. No. 91-1086, 7- 11-91; C.F. No. 90-1189, 6-9-92)