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Operating Policies

(The text of several policies was modified 5/19/06 to reflect organizational name changes.)

Policy on Grants - Adopted, April 4, 1995

  • The Council shall not directly apply for or receive a grant. The Council is not empowered by statute to enter into financial transactions.
  • Determination of the Council's participation, of any sort, in a grant or grant process, shall be based on the Council's guiding principles and approved initiatives.
  • The Council may agree to be a grant cooperator of a proposed project (grant cooperator is defined as an active participant in a grant with a third party) only if the Council or one of its committees shall be able to influence grant objectives and processes so that grant activity would further council objectives as stated in its guiding principles and approved initiatives.
  • The Council may make statements regarding a single proposal's merit, and its impact on furthering of the Council's objectives, guiding principles, and approved initiatives. The Council recognizes that it may not be aware of all other competing proposals.
  • The Council's role shall not include active grant management or direct grant expenditure.
  • The Council may provide evaluation of a series of grant proposals when requested to assist in the grant selection process. The Council may rank proposals, provide additional information, formulate questions, and make recommendations to improve a proposal. Grant evaluation shall be based on the Council's guiding principles and approved initiatives.

Council Responsibilities - Adopted, June 21, 2000; revised September 26, 2007

  • Policy Statements:  The Council may take positions and issue statements regarding certain policies, organizations, or activities. These positions must be based on the Council's mission and guiding principles.
  • Letters of Support:  The Council may issue letters of support regarding certain policies, organizations, or activities. These letters of support must be based on the Council's mission and guiding principles.
  • Relationship with Governor. Since the Governor’s Council is part of the Executive Branch, policy statements usually proceed through the Commissioner of the Department of Administration and to the Governor’s Office. The Council may take positions not fully supported by the Governor, but it is understood that the Commissioner of Administration would be informed before such a position is announced.
  • Communication:  The Council has a responsibility to communicate its knowledge and findings with others. It will both reach out on its own initiative and respond to requests from the community. A Communication Plan will outline potential audiences and forms of communication. It will provide guidance to the Council for its own outreach activities and encouragement to others who might request a response from the Council.
  • Relationship with Legislature. In general, departments, councils and advisory bodies appointed by the executive branch communicate directly with the legislature only when the legislature requests information. This structure does not prevent the Council from educating the legislature through reports or other means. The Council can be proactive and invite key legislators (and their staff) to participate in special meetings of the Council or its committees. Of course individuals are free to contact legislators, but they cannot speak for the Council.
  • Finding Additional Resources. The Council or its various entities may decide that certain special activities are worth pursuing which require funds or additional resources. Requests should be referred to the Council’s executive committee, which will discuss the merits of the proposal then work with LMIC, Council member organizations, or other entities to find the resources to support council approved projects.
  • Selection of Members and Chair. The Commissioner of the Department of Administration makes the appointments of Council members and appoints the Council chair. The Council’s executive committee reviews applications and makes recommendations about Council membership and chair to the Commissioner of Administration. This responsibility includes both beginning of year appointments and replacement of open seats. As part of the process, the executive committee will review performance of current members, the diversity of current members, and the qualifications of new candidates. LMIC staff will handle the administrative details and are invited to be part of the review process.

Relationship with LMIC and the Department of Administration - Adopted, June 21, 2000

  • Documentation of Council Resources: LMIC provides technical and administrative support to the Council within the limits of its appropriated budget. Each year LMIC will present the Council with a document showing the resources it has budgeted for Council activities. This document will show the amount of staff time provided as well as funds available for publications, member reimbursement, etc.
  • Council and Support Staff Responsibilities: The following table provides detail about who is responsible for various activities of the Council and related bodies. This table was developed to clarify responsibility and protect LMIC staff from becoming overwhelmed. The table is a result of past discussions and decisions and is subject to modification.
  • Website: The Council website will have an agency-independent address: http://www.gis.state.mn.us. Content and design will be determined by the Council. Posting of information and technical support will be provided by LMIC staff.
  • Publications: The content and appearance of publications will be determined by the Council. Administrative and logistical support will be supplied by LMIC staff.
  • The Council as Advisor to LMIC: The Executive Order specifies that the Council serves in an advisory capacity to LMIC. Attached is an explanation of that role. 

Expectations for Council Members and Staff

  • Individuals in Meetings: Council members and staff alike bring their backgrounds and relationships to our meetings, whether they like it or not. Individuals are requested to meet as equals and respect the views of others. It is the responsibility of everyone to object when they see violations of this expectation.
  • Council Member and Member Organization Commitments: Members are expected to attend bi-monthly council meetings and to actively participate in committee work. The council offers some videoconferencing or teleconferencing options to help minimize the travel time for members who cannot commute to St. Paul for meetings. The council holds one or two meetings a year in Greater Minnesota to learn more about local activities and concerns and promote direct interaction with stakeholders. Reimbursement for council member travel is available on a limited basis.
    Involvement on the council is not only a commitment for its members, but also a commitment for the organizations they represent. An expression of employer support for council applicants is expected during the selection and appointment process.
  • Individuals in the Community: Council members and staff are often asked to speak for the Council or its committees. Occasionally the speaker is asked to speculate on whether the Council would adopt a policy, participate in a relationship, or undertake an activity. Any answer should be labeled as speculative. Details of the exchange should be reported immediately to the appropriate Council or committee chair.

Relationships with Other Organizations - Adopted, June 21, 2000

  • Desired Relationships:*  The following outline describes relationships that exist or hope will exist with various organizations within Minnesota and across the country.

Ex-Officio Representation - Adopted, May 9, 2001

  • The executive order establishing the Council identifies five organizations as ex-officio members:  the GIS/LIS Consortium, the Land Management Information Center, the Office of Enterprise Technology, the Minnesota Legislature and the U.S. Geological Survey.
  • The Chair of the GIS/LIS Consortium serves as an ex-officio member to the Council.
  • When a vacancy arises for other organizations:
    a.  LMIC staff contacts the identified organization asking for a candidate.
    b.  The organization nominates a candidate to the Council's Executive Committee for review and acceptance.

* Note:  Also see the council's Communication Plan and associated List of Relevant Organizations.

Technical problems? Contact: andrew.koebrick@state.mn.us