HRA Meeting Date: February 6, 2025
To: Members of the Housing and Redevelopment Authority
From: Ben Martig, City Administrator
Title
2025 Board and Commission Onboarding and Refresher.
Body
Action Requested:
All City of Northfield Board and Commission members are required to review the attached information as an onboarding/refresher as they begin a new year of service on their specific board or commission.
Summary Report:
As part of our annual onboarding/refresher, board and commission members will need to complete the following documents at the first meeting of the year.
• Oath of Office - Staff will be giving all new and reappointed members the oath of office. This must be notarized and returned to the Administration office.
• Public Disclosure Form - Staff will be providing the Public Disclosure Form to all members during the first meeting of the year. For 2025, this form is required for all board and commission members. Due to recent changes to City Code, only members of the City Council, Planning Commission, Economic Development, Hospital Board and Heritage Preservation Commission will continue to have to sign these forms annually after 2025. All other board/commission members will only fill out an updated form if information they provided in 2025 changes. It is the responsibility of the board/commission member to update this information.
If a member cannot attend the first meeting of the year, it is their responsibility to complete the form and have it notarized. They can contact Administration staff to schedule a time to come into City Hall to have the form notarized. This form must be completed to take part in the next meeting of their respective board or commission.
• Equal Opportunity Form - Staff will be providing the Equal Opportunity Form to all members during the first meeting of the year. This form is used to gather information on the demographics of our City’s boards and commissions as it relates to strategic plan goals. This form is anonymous and is required, but members can select Decline to Answer if they prefer not to provide the requested information.
The below and attached information will serve as onboarding for new members of a City board or commission or as a refresher for existing members. Please review the attached information in advance of the meeting. Board and commission members should familiarize themselves with City Code/Charter, Board and Commission Rules of Business, the City’s current Strategic Plan and their current bylaws.
• Board and Commission Member Video (attachment 1) - Please watch the attached video in advance of the meeting, especially if you are a new member. It provides helpful information as you begin your service.
• Board and Commission Serving with Youth Video (attachment 2) - All members must watch this video prior to the meeting. This video provides information on serving with youth members and how to best capitalize on the value they bring to the City’s boards and commission.
• City Council and Board and Commission Member Guide (attachment 3) - The document is designed to assist new members with acclimating themselves to the City’s boards and commission and will serve as a refresher for established members. Please review and use as a reference as needed throughout your service.
• City Code/Charter (attachment 4) - Please see the link to the City Code related to boards and commissions. This link will also take you to the City Code and City Charter in its entirety. City Code, related to boards and commissions, was updated in 2024. For most, if not all boards or commissions, this updated code will take the place of the previous bylaws. All new and continuing board and commission members should review this link.
• Board and Commission Rules of Business (attachment 5) - Please review the current Board and Commission Rules of Business. The annual review and updates will be reviewed and approved by the City Council in early 2025.
• Strategic Plan (attachment 6) - Please see the link to the City’s 2021-2024 Strategic Plan. Please note, the City Council will be creating a new strategic plan in early 2025.
Staff liaisons will be providing additional information on board or commission specific processes, as needed.
Any board or commission members selected to serve as chair or vice-chair for 2025, will be meeting with their staff liaison(s) for additional training, including viewing a training video.
Alternative Options:
N/A
Financial Impacts:
N/A
Tentative Timelines:
Please note your individual board/commission meeting dates (noted below), as well as additional City events. Board and commission members are expected to attend every meeting. If they are unable to be at a meeting, they must notify their staff liaison and chair as soon as possible prior to the meeting. Board and commission members are also required to attend the other City events noted. More information about the events will be sent at a later time.
• Thursday January 2, 2025 Housing and Redevelopment Meeting
• Thursday February 6, 2025 Housing and Redevelopment Meeting
• Thursday April 3, 2025 Housing and Redevelopment Meeting
• Thursday May 1, 2025 Housing and Redevelopment Work Session
• Thursday June 4, 2025 Housing and Redevelopment Meeting
• Thursday August 7, 2025 Housing and Redevelopment Meeting
• Thursday September 4, 2025 Housing and Redevelopment Work Session
• Tuesday October 28, 2025 City of Northfield Board and Commission Training
• Thursday November 6, 2025 Housing and Redevelopment Meeting
• Thursday December 4, 2025 Housing and Redevelopment Meeting
• Tuesday December 9, 2025 City of Northfield Holiday Social