HRC Meeting Date: February 28, 2024
To: Members of the Human Rights Commission
From: Ben Martig, City Administrator
Title
2024 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. This form is required for all board and commission members. 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. Please note, staff is looking at changes to this process with the board and commission governance work, but for 2024 it is required for all members.
• 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 and 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. Staff is also working on a board and commission governance review so some or all bylaws will be changing in the coming year.
• Board and Commission Member Video (attachment 1) - This video will be shown during the meeting. Please watch on your own time if you are unable to attend the meeting.
• City Council and Board and Commission Member Guide (attachment 2) - The attached document is a newly created Member Guide to assist new members with acclimating themselves to the City’s boards and commission and will serve as a refresher for established members.
• City Code/Charter (attachment 3) - 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.
• Board and Commission Rules of Business (attachment 4) - Please review the current Board and Commission Rules of Business. The annual review and updates will tentatively be approved by the City Council in January.
• Current Board/Commission Bylaws (attachment 5) - Please review current bylaws but be aware that changes will be coming to all bylaws later in the year.
• Strategic Plan (attachment 6) - Please see the link to the City’s Strategic Plan.
Staff liaisons will be providing additional information on board or commission specific processes, as needed.
Administration staff will be offering additional training to any member selected by their board or commission to serve as chair or vice-chair for 2024. More information will be provided once boards and commission select their leadership positions for 2024.
Alternative Options:
N/A
Financial Impacts:
N/A
Tentative Timelines:
Please note your individual board/commission meeting dates. Also, please note the following events below. Board and commission members are required to attend these events. More information about the events will be sent at later dates.
• March 19, 2024 State of the City
• October 22, 2024 Board and Commission Training
• December 10, 2024 Holiday Social