01/18/2006 Council Minutes - Laserfiche WebLink

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• • • COUNCIL WORK SESSION JANUARY 18, 2006 APPROVED 1 City Administrator Heitke stated there was interest at the last meeting for possibly 2 changing the work session meeting night. Staff feels strongly that there is a need for a 3 significant work session at least once a month. Scheduling that meeting on a Monday 4 will not interfere with City Advisory Board schedules. 5 6 The Council discussed having work sessions on the first Monday of every month, as well 7 as mini work sessions prior to Council meetings. 8 9 The Council determined a significant Council work session would be scheduled the first 10 Monday of every month. A mini work session would be scheduled immediately prior to 11 the second City Council meeting of the month. Staff will distribute work session packets 12 the Wednesday before the Monday work session. The Council will receive their regular 13 Council meeting packet at that work session. Both work sessions will begin at 5:30 p.m. 14 The new schedule will start in either mid February or the first of March 2006. 15 16 CHARTER COMMISSION FILES LOCATION 17 18 City Administrator Heitke stated in order to maintain the current security policy related to 19 the City Hall offices, staff relocated the files of the Charter Commission into a new 20 locking file cabinet, which is secured to the wall within the Community Room storage 21 closet. 22 23 City Administrator Heitke advised the Charter Commission has objected to this resolution 24 to the security issue. They wish to continue to have their records in the file cabinet that 25 was purchased in 2000 out of their budget. The design and size of the cabinet will limit 26 the ability for tables and chairs to be stored in the Community Room closet. Staff's 27 response to the request to have their files placed back into their original cabinet was to 28 secure it to the wall in the corner of the Community Room. 29 30 City Administrator Heitke stated that since this decision was made, the Charter 31 Commission has indicated that this is unacceptable, as they do not feel it is secure. (The 32 cabinet is locked and the Community Room is locked except for times that it is in use by 33 staff or groups that have reserved the room. Only staff has keys to this room.) 34 35 City Administrator Heitke stated staff is seeking direction from the Council as to how it 36 wishes to accommodate the Charter Commission's records in City Hall. Another option 37 that has not been suggested for consideration is to put casters under the existing Charter 38 Commission cabinet and move it into the room for their meetings and other times when 39 they wish to access their records. 40 41 The Council discussed many options and directed staff to ask the Charter Commission if 42 they would prefer to have staff return their file cabinet to the old location in City Hall 43 making it clear to them they must obtain their records during staff hours; or leave the 44 cabinet in the closet in the Community Room. 45