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HomeMy WebLinkAbout41. Flow Chart of Recommendations by Boards & Commissions TO: Honorable Mayor and Members of the Common Council FROM: Mark Rohloff, City Manager DATE: April 22, 2021 RE: Flow Chart to Identifying Relevant Issues At the quarterly meeting with chairs of our boards and commissions, there was a question regarding how items that are recommended by boards and commissions should flow to the City Council and City Manager. During the discussion, it was suggested that perhaps staff could create a flow chart so that all boards and commissions would have an understanding of how their recommendations may ultimately be considered. I welcomed the suggestion, and see this as a way for boards and commissions to orient themselves to the legislative and administrative processes that must be followed. I also recognized an opportunity for staff to evaluate their role in assisting boards and commissions in advancing ideas that they have. I want to thank Assistant City Manager John Fitzpatrick, City Attorney Lynn Lorenson, and Community Development Director Allen Davis for their assistance in preparing the attached flow chart and identifying relevant issues during the course of this analysis. Staff reviewed the various approaches to how items have flowed to the Common Council and City Manager’s office, and recognized that there was confusion and inconsistencies in how items were processed. Through the course of this review, we also discovered that some of these items may need to take a different course with individual boards and commissions due to their legal authority and/or where the recommendation ultimately flowed. The draft flow chart identifies the basic steps in assisting the boards and commissions, as well as giving the boards and commissions and understanding of how their recommendations may flow. Due to the nature of boards and commissions that are regulated by the state, this flow chart is not intended to override rules and procedures that are governed by state statutes. At the same time, however, the flow chart provides a clear understanding to both staff and Board/Commission members of how the general process moves. There is a process identified for members to bring up items for consideration, and identifies the role of staff in assisting a Board/Commission to investigate something on behalf of the board. Staff used the recent proposal to adopt the No Mow May initiative as an example of how staff can assist a Board/Commission in achieving an objective without creating unintended consequences. Staff will begin using this flow chart as a guide for bringing forth recommendations. I will ask that staff go through this flow chart with each of their respected Boards and Commissions. Furthermore, staff will continue to work on additional details within the confines of this flow chart to develop additional internal procedures so that each Board/Commission may be served as effectively as possible. If you have any thoughts or questions regarding the flow chart, please feel free to contact me or Assistant City Manager/Director of Administrative Services, John Fitzpatrick. Attachments cc: Department Heads COUNCIL Boards and Commissions (B&C) Council Agenda Process DRAFT B&C member requests agenda item for discussion Staff liaison informs Division Manager and Department Director Item is added to Department’s draft Council agenda and item is sent to Clerk’s Office Council agenda is finalized by City Manager at Department Director meeting Staff liaison and/or City Manager communicates Council decision to B&C at next B&C meeting Internal staff review Division Manager/Department Director invites City Manager and departments to review Staff liaison makes suggested change to B&C item with recommendations to B&C based on staff review Staff liaison invites relevant department representatives to B&C meeting(s) B&C meets and takes action on item Council meets and decides on appropriate legislative action or provides guidance to City Manager for administrative items Refer to other B&C as needed B&C Staff Liaison City Staff Council COUNCIL, STAFF, BOARDS AND COMMISSIONS City Council: The City Council is the Legislative body for the City. The Council makes policy for the City of Oshkosh through the adoption of resolutions and ordinances within the authority granted to municipalities through the Wisconsin Legislature and Home Rule provisions of the Wisconsin State Constitution. The Council sets overall policy for the City of Oshkosh including through the adoption of various plans, such as the City’s strategic plan and comprehensive zoning plan. The Council also adopts the City’s operational and capital improvements budgets and adopts city regulations for enforcement by ordinance and the City Municipal Code. The City Council also issues certain licenses and permits and conducts quasi-judicial hearings in relation to license or permit issuance, renewals and revocations as necessary. City Manager: The City Manager is the chief executive for the City of Oshkosh and is responsible for the day to day operation of the city and direction to departments and city staff. City Staff: perform the daily operations of the City under the direction of the City Manager; staff provide the Common Council and other boards and commissions with interpretations, recommendations, and professional advice regarding the advisability of proposals brought before the City decision makers and carry out enforcement of various codes and provisions. Advisory Parks Board: The Advisory Parks Board is an advisory board to advise the City Manager, City Council, Plan Commission, and parks administration regarding parks, recreation, open spaces, forestry, municipal cemeteries, and waterways. The Board participates in the development of Comprehensive Plans for individual parks and the Parks Capital Improvement Program. Bicycle and Pedestrian Advisory Committee: The Bicycle and Pedestrian Advisory Committee is an advisory committee to advise the City Manager and City Council and assist city staff in relation to bicycle and pedestrian matters; developing a Bicycle and Pedestrian Plan; coordinating education and encouragement pertaining to bicycle and pedestrian issues; making recommendations pertaining to projects to improve bicycle and pedestrian safety; and recommending expenditures from available bicycle funds. BID Board: The Downtown Oshkosh Business Improvement District is a geographic district within the downtown area that has been created and assesses properties within the district to contribute to programs and activities aimed at the promotion, management, maintenance and development of the district. The District develops a plan each year for programs and activities to be conducted in the next year. Board of Appeals: The Board of Appeals is a quasi-judicial decision making body. The Board can make final decisions limited by the terms of the City’s zoning ordinance and according to the terms of state law. It interprets the zoning ordinance through its review of requests to vary specific requirements, and through its review of appeals of administrative decisions of the Community Development Department. Board of Public Works: In the City of Oshkosh the City Manager has been delegated the authority of the Board of Public Works. Generally, the Board of Public works is given the authority and responsibility over all public works – streets, alleys, utilities and general public facilities supporting these functions. The Board is also permitted to make certain exceptions to rules for special or emergency circumstances. Board of Review: The Board of Review is a quasi-judicial decision making body that reviews tax assessment rolls, corrects errors in assessments and hears appeals relative to property valuations. Committee on Aging: The Committee on Aging is an advisory body to advise the City Manager and City Council with the authority and responsibility to advise with particular emphasis on the needs of the aging related to the promotion and development of the City, determining the availability of resources and the need for additional resources, promoting existing community services available to the aging and recommending the establishment of additional services and programs as needed. Diversity, Equity and Inclusion Committee: The Diversity, Equity and Inclusion Committee is an advisory committee to the City Manager and Common Council, providing comment and support regarding appropriate strategies to develop activities, resources, and services that promote a positive community environment of equity and inclusion, and celebrate the diverse identities of the City of Oshkosh. Fair Housing Commission: The Fair Housing Commission is a quasi-judicial decision making body that receives complaints under the City’s Antidiscrimination in Housing ordinance; reviews staff or outside consultants’ investigations of complaints; and holds hearings on complaints and may make referrals for appropriate enforcement actions. Landmarks Commission: The Landmarks Commission is primarily an advisory body to advise the City Manager and City Council on historic sites, structures and districts; support and promote City’s historical, architectural and cultural heritage; and provide information on City’s heritage and on historic resources. The Commission may take action on applications for alterations or demolition of historic structures but may only approve, approve with conditions or delay alterations or demolition – the Commission may not deny applications. Library Board: The Library Board is an independent entity created pursuant to Wisconsin Statutes for the purpose of management and operation of the Oshkosh Public Library. Long Range Finance Committee: The Long Range Finance Committee is an advisory body to the City Manager and Common Council on policy issues related to the City’s finances. Housing Authority Board: In Oshkosh, the Housing Authority Board is an independent body appointed by the Council as required by state statute. The Board has the responsibility to manage low-income public housing programs and other housing assistance programs for low-income families, elderly persons, disabled persons and others. The Housing Authority employs an Executive Director who is responsible for supervising day to day operations of the Housing Authority. Plan Commission: The Plan Commission is primarily an advisory body to advise the City Manager and City Council in relation to zoning and land use matters. The Commission can make final decisions as permitted by the terms of the City’s zoning ordinances and according to the terms of state law. The Plan Commission conducts detailed analyses of land use and zoning issues through hearings and offers recommendations to the Common Council based upon the terms of the comprehensive plan, zoning ordinance as well as other plans and studies that may relate to specific areas of the City or topics. Extraterritorial Zoning Committee: The Extraterritorial Zoning Committee is a joint committee formed with 3 members of the City Plan Commission and 3 members appointed by a surrounding town. The City has boundary agreements with Algoma, Nekimi, and Black Wolf and the City and Town of Algoma have established an Extraterritorial Zoning Committee to review and develop zoning recommendations, plans, maps and ordinances within the City’s extraterritorial area in the Town of Algoma. At this time the City and other towns have not established formal extraterritorial committees. Board of Police & Fire Commissioners: The Board of Police and Fire Commissioners is an independent quasi-judicial decision making commission established for the primary purpose of staffing the police and fire departments, including appointing chiefs and subordinates, reviewing and approving promotions and making final hiring decisions for new officers and firefighters. The Police and Fire Commission is responsible to hold hearings concerning any contested disciplinary suspensions and terminations of police officers and firefighters. Public Arts Advisory Committee: The Public Arts Advisory Committee is primarily an advisory body to advise the City Manager, City Council and other boards or commissions on matters pertaining to public art and beautification; facilitates community and agency input pertaining to public art and beautification; and advises the Common Council on gifts or donations of public art pursuant to the City Gifts and Donations Policy. The committee may also provide assistance for public art projects that utilize public funding or are located on city property and promote the arts and beautification of the City. The Committee also acts in a quasi-judicial decision making manner, as the appeals board for appeals from the City’s mural ordinance. Public Museum Board: The Public Museum Board is given authority by ordinance to manage, control and operate the Oshkosh Public Museum through the establishment of plans and policies consistent with City ordinances and polices. The Museum Board may also advise the City Manager and City Council on any matters related to history or matters in which the Board may have particular interest or expertise. Redevelopment Authority: The Redevelopment Authority is an independent entity created by the City pursuant to Wisconsin Statutes for the purpose of carrying out blight elimination and urban renewal programs and projects. The Oshkosh Redevelopment Authority has as its primary emphasis and focus the redevelopment and revitalization of central city areas in the community. Rental Housing Advisory Board: The Rental Housing Advisory Board is an advisory body to advise the City Manager, staff and the Council on the creation of rental housing educational materials and residential rental training programs for landlords and tenants; and to review and make recommendations regarding City policy or changes to the municipal code pertaining to rental housing. Storm Water Utility Appeals Board: The Storm Water Utility Appeals Board acts in an advisory capacity to the City Manager and Council in relation to storm water utility planning, projects, rates, and credits. The board also acts in a quasi-judicial decision making capacity to hear and decide appeals when there is alleged error in any order, decision or determination made, and to make determinations upon requests for variance under the provisions of the City’s Storm water Code. Sustainability Advisory Board: The Sustainability Advisory Board is an advisory board for the purpose of advising the City Manager and Council on sustainability issues affecting municipal operations and the community at large. The Board promotes sustainability within the community; advises on existing and proposed legislation pertaining to sustainability; facilitates citizen and agency input pertaining to sustainability; and collaborates on the development and implementation of a Community Sustainability Plan. Traffic & Parking Advisory Board: The Traffic and Parking Advisory Board is an advisory board to advise the City Manager and City Council and assist city staff regarding issues pertaining to on- street parking, traffic flow, speed limits and other traffic matters. The Traffic Review Board also advises and assists city staff and the Council regarding issues pertaining to paid on-street parking, and municipal parking lots (except those serving city facilities and parks). Transit Advisory Board: The Transit Advisory Board is an advisory board for the purpose of advising the City Manager and Council and assist staff on the implementation of improved transit service to the City of Oshkosh. The Board will monitor the level of transit service provided to ensure efficient and effective operation. City of Oshkosh Boards and Commissions Name Statute Ref. Ord. Ref. Liaison Frequency of Meeting Advisory Park Board None 2-51 Parks Director Monthly Bicycle & Pedestrian Advisory Committee None 2-39 Dept. of Comm. Development Monthly BID Board 66.1109 2-38 Dept. of Comm. Development Monthly Board of Appeals 62.23(7)(e) 2-59 Dept. of Comm. Development Monthly Board of Public Works 62.14 2-55 City Manager Board of Review 70.46 2-56 City Clerk/City Attorney Yearly; varies based on objections Committee on Aging None 2-37 Senior Services Manager Monthly Diversity, Equity and Inclusion Committee None 2-41 Director of Administrative Services Monthly Fair Housing Commission 106.50 2-43 Dept. of Comm. Development As needed Landmarks Commission 62.27(7) (em) 2-48 Dept. of Comm. Development Monthly Library Board Chapter 43 2-49 Library Director Monthly Long Range Finance Committee None 2-44 Director of Finance Monthly Housing Authority Board 66.1201- 66.1211 None Executive Director of the Oshkosh /Winnebago County Housing Authority Monthly Plan Commission 62.23 2-52 Dept. of Comm. Development Twice Monthly Extraterritorial Zoning Committee 62.23(7a)(c) 2-52.1 Dept. of Comm. Development As needed per year Name Statute Ref. Ord or Ref Liaison Frequency of Meeting Board of Police & Fire Commissioners 62.13 2-53 Dept. of Administrative Services Monthly Public Arts & Beautification Committee None 2-47 Dept. of Comm. Development Monthly Public Museum Board None 2-54 Museum Director Monthly Redevelopment Authority 66.1333 Res 03-65 Dept. of Comm. Development Every other Month Rental Housing None 2-59.2 Dept. of Comm. Development Every other Month Storm Water Utility Appeals Board 66.0805(6) 2-60; 14-3 Director of Public Works Monthly Sustainability Advisory Board None 2-42 Dept. of Comm. Development Monthly Traffic & Parking Advisory Board 2-57 Director of Transportation Monthly Transit Advisory Board None 2-58 Director of Transportation Monthly