DEPARTMENT: Office of the County Manager
FILE TYPE: Regular Action
TITLE
title
Adoption Of Amendments To Policy 1015 Citizen Advisory Committee Membership And Retirement Of Policy 1014 Open Appointments And Policy 1550 Volunteer/Advisory Committee Reimbursement
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PURPOSE/ACTION REQUESTED
Adopt amendments to Policy 1015 Citizen Advisory Committee Membership (Policy 1015) and retire Policy 1014 Open Appointments (Policy 1014) and Policy 1550 Volunteer/Advisory Committee Reimbursement (Policy 1550).
SUMMARY
Since 1997, the County has had in place Policy 1015. It has outlined the purpose, rules, direction and overall guidance on the use and operations of citizen advisory committees. The policy has meet the needs and requirements of the County Board, the County, and its citizens.
Over time there was the creation of two additional policies which deal only with Citizen Advisory Committees. Policy 1014 addresses appointments to the Citizen Advisory Committees and Policy 1550 regulates compensation for citizen advisory committees. Both policies currently exist in parallel to Policy 1015.
The amendments to Policy 1015 are proposed for two primary reasons. The first is to combine the three separate policies that manage citizen advisory committees into one. Policy 1014 and 1550 will be retired in order to eliminate the repetition of information and remove possible conflicts created among multiple policies, all of which address Citizen Advisory Committees.
The second reason for amending the current policy is to incorporate division or department level committees established and managed by County staff into the parameters of Policy 1015 and to allow those committees to receive per diems if approved by the County Board. The purposes of these committees, managed by divisions or departments, are the same as those listed under the previous version of Policy 1015 which applied to County Board appointed committees. The purposes of both versions of citizen advisory committees remains the same:
1. To seek advice from members of the public in the decision-making processes of the County Board.
2. To meet requirements of state law.
3. To ask residents to help define community standards and norms.
4. To provide technical expertise in certain areas.
5. To serve as advocates for the County.
6. To provide an independent sounding board for issues, ideas, and policy matters.
7. To reflect the diverse interests of County clientele and residents.
Several other inclusions in the new policy address other issues. The proposed changes codify the increase in the per diem rate from $35 to $50 for most committees as approved by the County Board (Resolution No. 23-029 on January 3, 2023). Language has been added that specifies how division and department established committees can be approved by the County Board for per diems. Clear direction on which committees and who is eligible for per diems. Also, the removal of language pertaining to previous criminal convictions barring participation.
The changes recommended in this amendment are designed to increase citizen participation in Dakota County, improve service delivery, and reduce the number of duplicative policies.
Attached are the final version of Policy 1015 Citizen Advisory Committees and a version highlighting the additions and subtractions from the contents of all 3 policies after they were combined and reorganized.
RECOMMENDATION
recommendation
Staff recommend approval of the new amended Policy 1015 and retirements of Policy 1014 and Policy 1550.
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EXPLANATION OF FISCAL/FTE IMPACTS
The proposed amended policy will have limited fiscal impacts. There would likely be slight increases in the amount of dollars paid out in per diems for participation in approved committee activities. There should be no other costs associated with maintaining or operating County Board or division and department level approved committees. There is no FTE impact.
☐ None ☐ Current budget ☒ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
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WHEREAS, the County has long valued the input and participation of its citizens and utilized Citizen Advisory Committees in many ways and for many purposes; and
WHEREAS, the County Board recognizes the changing environments for its citizens and county operational needs; and
WHEREAS, the previous policies 1015 Citizen Advisory Committee Membership, 1014 Open Appointments, and 1550 Volunteer/Advisory Committee Reimbursement, addressed citizens advisory committees were inefficient and potentially conflicting in their current form; and
WHEREAS, the County Board approved increased per diems for participation in citizen advisory committees from $35 to $50 by Resolution No. 23-029 on January 3, 2023, to ensure quality and useful participation by its citizens by covering costs associated with participation; and
WHEREAS, in order to incorporate new committees to continue the strong tradition of citizen participation and meet the current and future needs of the County Board and County services new policy guidelines are needed.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby adopts the amended Policy 1015 Advisory Committees; and
BE IT FURTHER RESOLVED, That County Policy 1014 Open Appointments and Policy 1550 Volunteer/Advisory Committee Reimbursement be retired.
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PREVIOUS BOARD ACTION
17-534; 10/31/17
17-608; 11/28/17
23-029; 1/03/23
ATTACHMENTS
Attachment: Draft Policy 1015 Citizen Advisory Committee Membership
Attachment: Draft Policy 1015 Citizen Advisory Committee Membership- Highlighted Changes
BOARD GOALS
☐ A Great Place to Live ☐ A Healthy Environment
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
PUBLIC ENGAGEMENT LEVEL
☐ Inform and Listen ☐ Discuss ☐ Involve ☒ N/A
CONTACT
Department Head: Matt Smith
Author: Joe Hertenstein