Mayor Mary Rossing convened the gathering of representatives of the city’s many boards and commissions.  Thanking them for the work they do, she outlined some ways the members can be more effective.

Noting that people are often moved by and appointed because of their expertise or passion, once they step into the position, they become a representative of the city. “No longer can you say ‘they” but you must way ‘we’ – ‘our Land Development Code, Parks Plan, etc.’” Decisions aren’t made on a personal filter, but are made on behalf of the entire community.

The main function of boards and commissions is to contribute to the economy and efficiency of the city. Their work supports the strategic goals of the council and feeds into what the council does. The chair is spokesperson for the group and responsible for keeping it working on the council’s charge. Agendas are set with the help of the staff liaison, and are accountable to the council. She noted the city has a book available to chairs as a resource for running effective meetings, but it is incumbent on the members to help make things run smoothly.

Rossing admits that there is room for improvement in communications. The first tool is the staff liaison who records action,  and provides information and support. If there is additional work for them to do it must go through the city administrator who is responsible for assuring that it accomplishes the goals of the council.

Each board and commission has a council liaison for two-way communication with the council. They can help clarify ideas to help make them consistent with the council goals, and they can serve as a sounding board. She advised the group to use the liaisons to the fullest.

The monthly memo advisory groups send to the council provide updates and can focus on particular issues the council should know about. The advisory groups’ yearly report summarizes their work, but with larger projects, periodic reports to the council in order to get further direction are useful.

Heritage Preservation Commissioner Steve Edwins asked whether there is a distinction between a commission, board or task force.  There is not 100% consistency, according to City Attorney Chris Hood, but a board has some kind of regulatory authority, a commission deals more on the policy level. A task force usually has a short life. There were questions about whether the emails of board and commission members are public. Hood said yes, if you are communicating about activities involving city business.  Liz Wheeler, City Clerk said if people don’t purge their emails, the city would have to produce them if you’ve kept them and if there is a data request.

Attorney Hood led the group through a presentation of the requirements of the open meeting law and the data practices act.  There were a number of questions for clarification and to seek guidance from Hood for hypothetical situations.  When copies of Hood’s notes become available, we will post the links here.  To see a list of the city’s advisory groups and to link to their individual web pages go to: http://www.ci.northfield.mn.us/government/boards