Information for Applicants to Plymouth’s Advisory
Committees and Commissions

Background Information

Plymouth City Ordinance provides for the creation of advisory boards, committees, and commissions. The purpose of each advisory and committee is to provide input to the City Council from concerned residents regarding specific issue areas addressed by each commission/committee. Membership on an advisory commission or committee is voluntary and appointments are typically made by the City Council for three‐year terms. Council procedure for filling commission/committee positions generally consists of a review of applications, City Council interview of prospective commissioners/committee members and selection of successful applicants. This handout is designed to provide you with summary information regarding each of the commissions/committees and information about what you can expect as a member on a Plymouth advisory commission/committee.

In General

Volunteer commissioners/committee members invest a substantial amount of time (anywhere from 10 to 40 hours per month) to advisory commission/committee related activities. Commissions/committee members sometimes have subcommittees selected to deal with specific issues which occasionally arise. Commissions/committee members meet once and, in some cases, twice per month. Work sessions may be scheduled periodically. Prior to the regularly scheduled meeting, commissioners/committee members receive an agenda packet which contains staff reports and substantial background information briefing the commissioners/committee members about petitions, applications, etc., to be considered at the meeting. Staff reports are often quite detailed; two or more hours may be required to review an agenda packet to become fully familiar with agenda items. Commissioners/committee members are expected to maintain regular attendance at meetings, participate in the formal meeting, physically view sites when appropriate, and render decisions based upon the overall good to the community as opposed to more parochial interests. Periodic evaluations regarding attendance and performance are completed for each commission/committee for review by the City Council. Commissioners/committee members recognize that their respective boards are advisory and do not have policy‐making power. The only exception is the Housing and Redevelopment Authority which has additional authority granted by state statute. The City Council will give thorough consideration to commission/committee member recommendations in dealing with subject matter coming before it.

Data About Plymouth Advisory Commission/Committees

Planning Commission

A.   REGULARLY MEETS: 7 p.m., first and third Wednesday of each month.

B.    PURPOSE: The Planning Commission is established under the provisions of the Minnesota Municipal Planning Act. As such, it is responsible for reviewing requests and applications by petitioners to ensure that such petitions conform with the city’s land use regulations and the comprehensive plan.

C.    MEMBERSHIP: The Planning Commission consists of seven members, four of whom are appointed one from each of the wards and three of whom are appointed from the city at large. Members of the commission are appointed by the City Council for staggered three‐year terms expiring January 31 of each year. The Chairperson and Vice Chairperson are appointed by the commission from among members of the commission for a term of one year.

D.     DUTIES AND RESPONSIBILITIES: The powers and duties of the Planning Commission include preparation and submittal of the comprehensive plans and periodic amendments thereto to the City Council for implementation, periodic review and study of the provisions of the Plymouth Zoning Ordinance and subdivision regulations, study of applications for amendments to the Zoning Ordinance, and applications for special permits, site plan approval and preliminary and final plats. In each of the above capacities the commission submits recommendations to the City Council for consideration at regular City Council meetings.

Park and Recreation Advisory Commission (PRAC)

A.     REGULARLY MEETS: 6 p.m., second Thursday each month.

B.     PURPOSE: The purpose of the Park and Recreation Advisory Commission is to review current and future community park and recreation needs, programs, and facilities and recommend actions which will promote the implementation of the city’s park and recreation plans.

C.     MEMBERSHIP: The Park and Recreation Advisory Commission consists of seven members, four of whom are appointed one from each of the wards and three of whom are appointed from the city at large. Members are appointed by the City Council for staggered three‐year terms expiring on January 31 of each year. The Chairperson and Vice Chairperson of the commission are appointed by the commission from among the members of the commission for a term of one year.

D.     DUTIES AND RESPONSIBILITIES: The Park and Recreation Advisory Commission is responsible for holding meetings to consider matters pertaining to parks and public recreation programs in the city, preparing and submitted to the City Council a comprehensive plan and periodic amendments for the future development of the city park and recreation system, and to act in an advisory capacity to the council on all matters relating to park and recreation programs and issues in the city.

Environmental Quality Committee (EQC)

A.     REGULARLY MEETS: 7 p.m., second Wednesday of each month.

B.     PURPOSE: The Environmental Quality Committee is to review current and future city policies, plans, and programs and make recommendations which will enhance and preserve the natural environment of the city.

C.     MEMBERSHIP: The Environmental Quality Committee consists of seven members, four of whom are appointed one from each of the wards and three of whom are appointed from the city at large. Members of the committee are appointed by the City Council for staggered three‐year terms expiring January 31 of each year. The Chairperson and Vice Chairperson are appointed by the commission from among members of the commission for a term of one year.

D.     DUTIES AND RESPONSIBILITIES: The Environmental Quality Committee is responsible for holding meetings to consider matters pertaining to water quality, wetland preservation, ground water protection, solid waste collection and disposal, recycling and reuse programs, ecological preservation, control of soil erosion and air, noise and light pollution. The committee promotes city programs at community events and acts in an advisory capacity to the council on matters relating to environmental programs in the city.

Housing and Redevelopment Authority (HRA)

A.    REGULARLY MEETS: 7 p.m., fourth Thursday of each month.

B.     PURPOSE: The Plymouth Housing and Redevelopment Authority is established under the provisions of the Minnesota Housing and Redevelopment Authority Act. As such, it oversees the city’s participation in federal, state, and local housing and community development programs and advises the city council on matters related to such programs and other housing and community development issues.

C.     MEMBERSHIP: The HRA Board of Commissioners consists of seven members appointed by the City Council. Members are appointed for staggered five‐year terms. The chair, vice‐chair and secretary are appointed by the commission from among members of the commission for a term of one year.

D.     DUTIES AND RESPONSIBILITIES: The Board is solely responsible for the local operation of the federal housing choice voucher program (formerly Section 8) and Plymouth Towne Square and Vicksburg Crossing senior citizen apartments. It oversees the expenditure of the city’s Community Development Block Grant (CDBG) funds that are received from the federal Department of Housing and Urban Development (HUD) and advises the City Council on program budgets and policies. It holds public meetings to consider matters pertaining to the various housing and community development programs for which it has responsibility and advises the City Council on these and related matters. It provides policy direction for these, and other programs designated by the City Council or the state and for the city staff assigned to HRA operations. It adopts a budget for the city’s HRA property tax levy and confirms the city manager’s appointment of the HRA’s executive director.

For More Information

Watershed Districts

The City Council appoints residents to serve on the Bassett Creek, Elm Creek, and Shingle Creek Watershed Managements Commissions. These positions are three‐year terms. 

Bassett Creek Watershed District

This commission typically meets on the third Thursday of each month from 8:30 a.m.‐ 11:00 a.m. at Golden Valley City Hall, 7800 Golden Valley Road, Golden Valley, MN 55427. Please visit their website at bassettcreakwmo.org to review current projects and issues in the watershed district.

Elm Creek Watershed District

This commission typically meets on the second Wednesday of each month from 11:30 a.m.‐1:30 p.m. at the Plymouth Community Center, 14800 34th Avenue N., Plymouth, MN 55447. Please visit their website at elmcreekwatershed.org to review current projects and issues in the watershed district.

Shingle Creek Watershed District

This commission typically meets on the second Thursday of each month from 12:45 p.m.‐2:30 p.m. at the Plymouth Community Center, 14800 34th Avenue N., Plymouth, MN 55447. Please visit their website at shinglecreek.org to review current projects and issues in the watershed district.

Primary Objective of Position

To identify and discuss issues within commission range of responsibilities, receive and consider public input and provide appropriate recommendations to the City Council in a fashion which will facilitate the input of concerned parties into the City’s decision-making process both through the public hearing process and the individual input supplied by each commissioner

Major Areas of Accountability

Regularly and thoroughly prepares for each agenda item under consideration.

• Thoroughly reads and reviews agenda materials supplied.
• Becomes familiar with the City Comprehensive Plans and other city documents  relating to area of accountability.
• Conducts site visitations as appropriate.
• Solicits and receives input from affected parties and the general public.
• Contacts affected parties to solicit input.
• Meaningfully participates in consideration of agenda items

Actively listens to ensure a complete appreciation of each proposal and the respective positions of the petitioner, affected parties (businesses, residents, etc.) and the City staff.

Disqualifies self from participation where actual or potential conflict of interest occurs. 

Participates in special study subcommittees or task forces to provide information for commission consideration.

• Assumes responsibility for accomplishing necessary research either by calling other communities, talking to appropriate individuals or requesting that the staff prepare appropriate research.
• Assumes a constructive and active role in the output of the task force.
• Serves as chair of commission or subcommittee if so assigned.
• Maintains close liaison between City Council members and City staff to maximize cooperative relationships.
• Discusses problems encountered within the scope of commission activities or with staff or Councilmembers to eliminate problems.
• Remains aware of and recommends areas for potential improvements in commission activities or standard operating procedures.

Performance Criteria

• Regularly invests sufficient time and energy in conducting the necessary review of agenda materials, obtaining response to questions and visiting sites as necessary to be able to meaningfully participate in commission activities.
• Commissioners are expected to attend 100% of all meetings with an 80% minimum unless an excused absence has been previously arranged with the chair.
• Does not further an agenda of staff, Mayor, Councilmember or special interest group, but rather displays a perspective for the overall good of the community.
• Avoids conflict of interest and annual submits the conflict of interest disclosure form in accordance with City Policy.
• Becomes fully familiar with City comprehensive plans, budgets, capital improvement programs and other documents necessary to have a basic understanding of the role of the City and the commission.
• Active participation at meetings demonstrates completion of background research, site visitation and homework necessary for understanding and deliberation of issues.
• Behavior conforms to that of commission standards and commissioner recognizes the role of the commission as advisory, not policy making.
• Commissioner recognizes that the City Council may take final action which varies from commission recommendations after further consideration and deliberation. 
• Since much of the City’s leadership has evolved through advisory commissions, the commissioner should make citizens feel represented and heard through their activities on the commission.
• The commissioner is to be apolitical with respect to his/her commission duties.

Qualifications

•  Plymouth resident.
• Prefer previous activity in civic organizations or interests.
• Must have an ability to detect differences between perception, fact and fiction.
• Should possess considerable ability to assimilate a diversity of facts and draw a conclusion and position therefrom.
• A commitment to actively seek out the opinions of those proposing and affected by commission actions.
• An understanding of the presidential nature of commission decisions.
• A willingness to report problems to the chair or CCR in order that can be resolved promptly.