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06-06-88 agendaCITY OF RICHFIELD, MINNESOTA Study Session Letter No. 10 Agenda June 6, 1988 Issue Statement: Scheduling of Interviews and Appointments for Human Rights Commission, Advisory Board of Health, Community Services Commission and Planning Commission Background: There are student liaison vacancies on the.Advisory Board of Health and the Human Rights Commission, and vacancies on the Community Services Commission and the Planning Commission to fill unexpired terms. The following applications have been received: Advisory Board of Health Kara Krake Community Services Commission Marlis Butler Richard Holmberg Human Rights Commission • Mahesh Gundgovi Barbara Menning Planning Commission Juanita Collins Nancy Edwardson Patrick Elliott Thomas Johnson Morris Nilsen It is suggested that the City Council schedule interviews with the applicants, so that the appointments can be placed on either the June 27 or July 11 City Council meeting agenda. Interviews should be scheduled so that there is adequate time to notify the applicants. The interviews should be able to be completed within one hour's time. Recommended Motion: Select a date and time to interview applicants. Basis for Recommendation: 1. Applications have been received to fill current vacancies. Alternative Recommendation: 1. Readvertise the vacancies. Discussion/Decision Mode: This item has been placed on the June 6, 1988 study session agenda for Council discussion. Respectfully submitted, Ja s D. Prosser C' y Manager JDP/eja n LJ CITY OF RICHFIELD, MINNESOTA Study Session Letter No. 9 Agenda June 6, 1988 • Issue Statement: The Community Services Advisory will meet at 7:30 PM on Monday, mutual interest and concern. Commission and the City Council June 6, to discuss items of Background: The Community Services Advisory Commission was created by City Council resolution. The scope of responsibility includes a variety of matters related to park and recreation and public works. Discussion will focus on accomplishments in the last year and goals for the coming year. Recommended Motion: This meeting is for discussion purposes only. No action is required on any topic. Basis of Recommendation: The City Council has scheduled annual meetings with advisory boards and commissions. Alternative Recommendation: None. Discussion/Decision Mode: Due to the number of topics to be discussed, it is anticipated this portion of the June 6 study session will need one to one and a half hours of time. JDP/eja Respectfully submitted, James . Prosser City anager is CITY OF RICHFIELD, MINNESOTA Study Session Letter No. 8 Agenda June 6, 1988 Issue Statement: Request by Lia Ozols to appear before the City Council to discuss her concerns about the South Hennepin Human Services Council Board of Directors. Background: Lia Ozols appeared at the March 1, 1988 Human Rights Commission meeting to express various concerns she had about the South Hennepin Human Services Council Board of Directors. Ms. Ozols had represented the City of Richfield on that board, and subsequently resigned. After the March 1 meeting, it was determined that this matter was not the responsibility of the Human Rights Commission, but rather it should be reviewed by the City Council. Attached are: 1. A list of Ms. Ozols' specific concerns. 2. A copy of a memorandum from the South Hennepin • Human Services Board of Directors giving a general overview of their operation and standards. 3. A copy of the amendment to the bylaws. 4. Article VI, Section 14; and Article VII, Section 5, of the Joint Powers Agreement. Discussion/Decision Mode: Ms. Ozols will be present at 6:30 p.m. on Monday, June 6, to discuss these matters with the City Council. Respectfully submitted, James Prosser City Manager JDP/eja 0 CJ SPECIFIC CONCERNS OF MS. OZOLS 0 1. That certain sections of the SHHSC joint powers agreement were being, or had been, violated by the Board of Directors. The sections were Article VI, Section 14; and Article VII, Section 5. 2. While on the board, she had requested to be appointed as Chair of the Personnel Committee. She believed she was the best qualified because of her educational and professional background. Instead, a person who had previously held the position was appointed. 3. That although the Chair of the Executive Committee was aware of her interest in being appointed to this position, the other members of the Executive Committee were not. 4. That new members are often confused and intimidated by members that have been on the board for a long time, and that turnover of board members is high. She suggested the joint powers agreement be amended to set a maximum number of terms Directors may serve. 5. That Executive Committee meetings were closed meetings. 6. That the board of directors amended the bylaws to include a statement that members who acted in a detrimental manner would be reprimanded by the board. She felt that this amendment should be struck from the bylaws. This is based on her belief that if it is necessary to reprimand a director, it should be done by the respective City Council. 0 May 31, 1988 TO: Richfield City Council HENNEPIN HUMAN SERVICES COUNCIL Bloomington • Eden Prairie • Edina o Richfield FROM: South Hennepin Board of Directors 1. The board of South Hennepin Human Services Council is aware of the critical comments made by Lia Ozols about South Hennepin board procedures. We feel that Lia is entitled to her opinions and has raised some valid questions that we need to consider. However, we feel that many of her criticisms-are unjustified and do not clearly reflect what is going on in the board operations of South Hennepin. 2. We feel it is necessary to give factual evidence and answers to some of Lia's complaints. However, we will not try to answer each and every item that she has raised. Rather,, we will give you a general overview of how South Hennepin operates and the standards that we try to achieve. is 3. Certainly every human service agency, every organization can improve its operation and we will take Lia's comments as an opportunity to improve our board operations. We would also like to take this opportunity to further inform the City Council of Richfield as to the structure and operating procedures of South Hennepin. a. The Board of Directors of South Hennepin is made up of four representatives appointed by the city councils of the four cities involved in the Joint Powers. The appointment of one city council person and three citizen representatives seems to have been a very workable combination of elected officials and citizens on an ad- ministrative board. b. All new board members are given board orientation as soon as it is possible, either individually or in groups, and in addition all new board members are given a board manual containing the South Hennepin Joint Powers Agreement, Bylaws, the brochure, committee assignments, etc. c. In addition, board training, sponsored by the Minneapolis United Way, is offered once a year for board members who would like to take the opportunity to become more aware of the role and responsibility of being a board member. South Hennepin will sponsor board training in the fall of 1988 which is open to the South Hennepin board and other agencies of South Hennepin as well. C7 AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER Telecommunications Device for the Deaf: (612) 887-9677 9801 Penn Avenue South 0 Room 106 0 Bloomington, Minnesota 55431 0 (612) 888-5530 an* SHHSC Comments to Richfield City Council Page 2 • d. All South Hennepin board meetings are open to the public. They are publicized months in advance in our South Hennepin newsletter. Committee meetings and Executive Committee meetings are also open to anyone who would like to attend. Committee meetings, however, have not been advertised publicly because it does not seem necessary. All Executive and other committee recommendations are presented to the full board for consideration and approval. e. It is true that there has been no limitation on the number of terms a board member may serve on the South Hennepin board. This also could be changed if the cities involved in the Joint Powers would like it to be so changed. f. We do not feel that board turnover or the length of terms of board members should be of any cause for concern. Board members from each of the cities are appointed for two year terms. Most board members serve out their terms and the average number of years for service by board members is six years. Currently, there is one board member who served on the South Hennepin board since its beginning. The next length of service is 10 years by one board member. Several members have six years, and the rest have four or are in their first term. Some people, for personal reasons, have resigned their term as board member on South Hennepin but there have been only two such resignations in the last two years. We do not feel this is excessive turnover. • The current Executive Board is made up of a representative from each of the four cities, as well as the past chair of the board. No one on the Executive Committee has been on South Hennepin's board for more than 7years. Most have been on either 2, 3, or 4 years. g. South Hennepin Human Services Council discrimination policy in its hiring, its delivery of services to clients. made up of 8 females and 8 males; the and 2 males; the chair of the Finance of the Personnel Committee is a black attempts to follow a non- in its board practices, and in The board of South Hennepin is Executive Committee has 4 females Committee is female; and the chair female. h. An amendment was added to the South Hennepin Bylaws in the spring of 1987 because it had been reported to South Hennepin on several occasions that a board member had been giving out information that was not factual and was actually critical of South Hennepin. The amendment to the Bylaws was approved unanimously by the South Hennepin Board of Directors; and it simply asked that board members be responsible in what they say in re- presenting South Hennepin to the public. Lia Ozols was the only one who voted against this amendment. 4. The South Hennepin board seems to be functioning quite well. Board attend- ance averages well over the nine needed for a quorum. Many new programs and policies have been implemented over the past several years. South Hennepin appreciates the support and input that comes from the City of Richfield. FJ Directors assume a responsibility to fairly represent South Hennepin Human Services Council. They are expected to: 1) attend South Hennepin Human Services Council Board meetings as frequently as possible and participate in at least one standing committee, 2) maintain executive confidences regarding personnel matters, 3) report agency policies and practices accurately, and 4) communicate important information to the Executive Director and Board when it may impact on the decisions of the agency, staff and governing board. Directors also have a responsibility to make the board aware when they have reservations about pending policy and actions. It is not in the best interest of the agency that Board members withhold information which would alert it to potential problems or make Board members aware of options available to them. Any board member who demonstrates an inability or unwillingness to perform his/her duties, who inaccurately reports. • the activities and discussions of the Board or who acts in a manner detrimental to- the reputation of South Hennepin Human Services Council may be subject to reprimand by the Board and/or to removal by his/her appointing body. Further expectations and policies concerning board members are delineated in the board manual and board member fob descriptions.. Section 7_ If the secretary is absent from a meeting of the board, the chair shall designate a secretary pro tem for such meeting. Such person need not be a member of the board. Section S. A copy of the agenda for any meeting shall be sent out with the notice of such meeting. . Section 9. Copies of the minutes of any meeting of the board shall be promptly distributed to all members of the board after the meeting. Section_10_ Unless otherwise specified in the joint and I Section 13. It may exercise any other power necessary and convenient to the implementation of its powers and duties under the provisions of this +t • Agreement. Section 14.• No director may on the basis of sex, race, .creed, national origin, color, religion, age, or disability, be excluded from the partici- pation on all decisions of the board. Nor may a director be treated differently from the other directors. All directors shall have the same voice on the board. ARTICLE VII.'-FINANCIAL UNTTERS Section 1. Council funds may be expended by the board in accordance with the procedures established by law'for the expenditure of funds by statutory cities. Orders, checks and drafts shall be signed by the chair or vice-chair or other officers as the bylaws may designate. Other legal instruments shall be executed on behalf of the Council as provided in the • bylaws. • Section 2. Contracts shall be let and purchases made in conformance with the legal requirements applicable to contracts and purchases of optional Plan B cities and for such purposes the executive director, if any, shall be deemed to occupy a position equivalent to that of a city manager.' Section 3. The parties are'not -required to provide funds to the council, but any parties may do so. The board (1) is strictly accountable for all funds received and-for all funds expended by it, (2) must have an annual audit of its books, and (3) must make an annual report of all of its receipts and disbursements to each of the parties. Section 4. A proposed annual budget must be formulated, by the board and must be submitted to the parties on or before August 1 for their approval. The budget shall be deemed approved by a party unless, prior to October 17 of the year involved, the party gives notice in writing to the Council that it does not approve the budget. The budget shall be revised and resubmitted to the parties until it is approved. Final action adopting an annual budget year shall be taken by the board on or before November 30. Section 5. Except as authorized by lacy; no member of the board or other public officer of the organization who is authorized to take part in any manner in the making of any sale, lease or contract may voluntarily have a personal financial interest in such transaction or personally benefit financially therefrom. A director may not be employed to perform or be compensated for the performance of services for the'Council. Section 6. The fiscal year of the Council is the calendar year. ARTICLE VIII.- DURATION Section 1. The council shall continue from year to year unless the number of parties is less than three. Withdrawal of a party member at the end of January of any year may be accomplished by that city's filing a written notice thereof with the board by November 1 of the preceding year, giving notice of withdrawal as of the following January 31. The withdrawing party shall continue to be a party to this Agreement until the' effective date of such notice of with- drawal. The South Hennepin Human Services Council may also be terminated by mutual agreement of all of the parties at any time. Section 2. If a party withdraws from the council before the termination of the council, the party has no claim to the assets of the council. If the council is terminated by mutual agreement of all of the parties to the Agreement, surplus monies of the council shall be returned to the parties in proportion to their respective contributions. If there have