Heritage Preservation Commission Meeting Date: May 6, 2026
To: Heritage Preservation Commission
From: Ben Martig, City Administrator
Mathias Hughey, Associate City Planner
Title
Annual Board and Commission Onboarding and Refresher.
Body
Action Requested:
City of Northfield board and commission members are required to review the attached information as part of their annual onboarding and refresher as they begin a new year of service on their respective board or commission.
Summary Report:
Annually, the Administration Department prepares an agenda item for all board and commission members addressing routine administrative requirements, including completion of required forms, review of guiding documents, and awareness of any procedural or policy updates. This item serves as onboarding for newly appointed members and as a refresher for returning members.
Beginning in 2026, the appointment timeline for most City boards and commissions has been adjusted, with terms ending April 30 and beginning May 1. As a result, this agenda item and related training have been moved to May or June (for boards and commissions that meet in even months).
Board and commission members are required to review the information outlined below. Staff will provide additional explanations and answer questions at the meeting, as needed.
Contact Information Verification
• Board and commission members are asked to notify staff of any changes to their contact information, including email address, phone number, or mailing address. Members who wish to verify the information currently on file may contact Administration staff or their staff liaison.
Required Forms
• Oath of Office
o Required for all newly appointed members.
o Staff will provide and notarize the oath at the meeting.
o Members unable to attend should contact their staff liaison to arrange for completion of the oath prior to the next board or commission meeting.
• Public Disclosure Form
o Boards/Commission with Annual Requirement
Members of the bodies below are required to complete the Public Disclosure Form annually. Some members may have already completed the form earlier in the year; if so, no additional submission is required. Staff will provide copies to newly appointed and reappointed members at this meeting. Members unable to attend should contact their staff liaison to arrange for completion of the form prior to the next meeting.
§ Economic Development Authority
§ Heritage Preservation Commission
§ Hospital Board
§ Planning Commission/Zoning Board of Appeals
o Boards/Commissions with One-Time Requirement
Members of the boards and commission below are required to complete the Public Disclosure Form once, unless changes are needed to previously submitted information. Staff will provide copies to newly appointed members at this meeting. Members unable to attend should contact their staff liaison to arrange for completion of the form prior to the next meeting.
§ Environmental Quality Commission
§ Human Rights Commission
§ Library Board
Reference/Training Material
New members are asked to review the following materials in advance of the meeting to assist with onboarding and to become familiar with available resources. Continuing members are encouraged to review the materials as needed, particularly since several documents have been updated within the past year
• Board and Commission Rules of Business - Members should review the current Rules of Business, which are reviewed annually and updated as needed. The most recent version is dated January 2026.
• Board and Commission Member Guide - This guide is intended to assist new members in acclimating to City boards and commissions and to serve as a refresher and reference for returning members throughout their service. The most recent version is dated February 2026.
• Board and Commission Member Video - Members, particularly those newly appointed, are asked to watch this video prior to the meeting. It provides an overview of roles, responsibilities, and expectations.
• Northfield Youth on Board Handout - Healthy Community Initiatives (HCI) who oversees our Youth on Boards program created this handout to provide background on the program and to clearly communicate key takeaways with working with youth members.
Guiding Documents
• Northfield City Charter and City Code - Members are encouraged to review the City Code provisions related to boards and commissions. The provided link also includes access to the full City Code and City Charter. Relevant City Code sections were updated in 2025.
• Strategic Plan -See the link to the City’s 2025-2028 Strategic Plan. Members should review the City’s 2025-2028 Strategic Plan. The City is focusing on aligning board and commission work plans and initiatives with the priority areas identified by the City Council.
• Comprehensive Plan - Members should be aware of the City’s 2045 Comprehensive Plan. This document is of particular relevance to members of the Planning Commission, Economic Development Authority, and Heritage Preservation Commission.
Staff liaisons will provide additional information regarding board or commission specific processes, as needed.
Any board or commission member selected to serve as chair or vice-chair for the May 2026-April 2027 term will meet with their staff liaison(s) for additional training, including viewing a chair-specific training video.
Alternative Options:
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Financial Impacts:
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Tentative Timelines:
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