07-08-2004 Charter Minutes - Laserfiche WebLink

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Charter Commission July 8, 2004 APPROVED Page 3 i REPORTS OF COMMITTEES 2 3 Archives Report/City Web Site(Commissioner Dahl) - Commissioner Dahl advised the 4 Charter is on the web site along with the By-Laws and meeting agendas. The meeting minutes 5 are not currently on the web site but will be when the current minutes are approved. The project 6 of scanning the archives has already been started. She noted she does not have a key to the 7 Charter Commission file because the previous secretary has not yet turned it in. She asked Chair 8 Trehus to obtain the file key from the previous secretary and Commissioner Montain. She asked 9 if the Commission would like their photo on the web site. 10 11 It was the consensus of the Commission to have a group photo taken at the October meeting to 12 be put on the web site. 13 14 Response to Charter Documents Letter(Commissioner Dahl)—Commissioner Dahl stated no 15 responses have been received yet from the letter the City sent to residents. She stated she went 16 through the archives and got a new list of residents to send an amended letter to. She stated the 17 letter will be sent out when she verifies the addresses. She noted she is going to check with the 18 City Clerk about the dates of changes being noted on the By-laws. 19 20 Commissioner Bor confirmed that the City Clerk, Commission Chair and secretary would have 21 keys to the Commission file. 22 23 UNFINISHED BUSINESS 24 25 Review City Council Meeting Minutes for Charter Compliance—Commissioner Carlson 26 expressed concern because he has not received all the City Board/Council meeting minutes. 27 28 Commissioner Dahl advised she would check with the City Clerk regarding the Commission 29 receiving copies of the meeting minutes. She indicated she would also speak to the City Clerk 30 about advertising the Charter meetings in the Community Brief of the Quad. 31 32 Open Meeting Law/E-mail—City Clerk Blair distributed a handout regarding open meeting 33 laws. She noted it is very important to be aware of the open meeting laws. Open meeting do 34 pertain to e-mail also. The Commission needs to be very careful about e-mails and discussing 35 Charter Commission business with a quorum. She referred to the website for the League of 36 Minnesota Cities for more information on open meeting laws. 37 38 NEW BUSINESS 39 40 Mayor's Response to Mr. and Mrs. Stern's Letter - Chair Trehus advised he has spoken with 41 Mr. Stern approximately a month ago. Mr. Stern indicated he had not heard from anyone from 42 the City in regard to his letter. The July 8, 2004 memo from the City Administrator indicated 43 staff had been in contact with Mr. Stern. Chair Trehus stated he reviewed the Charter process 44 with Mr. Stern and advised him the City is going to try to better inform residents about the City's 45 Charter. 3