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HomeMy WebLinkAbout07-10-2014 Charter PacketLINO LAKES CHARTER COMMISSION AGENDA THURSDAY, JULY 10, 2014 6:30 PM 1. Call to Order and Roll Call 2. Pledge of Allegiance 3. Approval of the Agenda 4. Open Mike / Public Comments 6:30 PM 6. 5 Minute Recess 7. Minutes 7:35 PM 7: AT -4O PM A. Consider approval of April 10, 2014 Charter Commission Regular Meeting Minutes (pg 2-13) B. Consider approval of June 19, 2014 Charter Commission Special Meeting Minutes (pg 14 — 15) C. Consider approval of June 25, 2014 Charter Commission Special Meeting Minutes (pg 16) 8. Unfinished Business 7:55 PM A. Review outcome of proposed Ward Charter Amendment — Commissioner Turcotte (see pg 25-26) B. April 10th Motion i. Motion stated that the Commission reserve the right to re -approach the Council for additional $3400 ii. Pending discussion — scope of work C. Discussion of City Council Proposed Charter Amendments (Chapter 8) 9. New Business 8:30 PM A. Review Article III Section 5 Meeting Procedure in the Charter By -Laws — Chair Sutherland (pg 17-22) B. Next regular meeting date, Thursday, October 9, 2014 at 6:30 PM 10. Notices and Communications A. Letter to the Chief Judge of the 10th Judicial District (pg 23) B. Charter Resolution requesting 90 day extension for the review of the City Council Proposed Charter Amendments (Chapter 8), (pg 24) C. Charter Letter for ballot item: Ward Charter Amendment (pg 25-26) D. Emails from Karen Marty clarifying questions around the Ward Charter Amendment (pg 27-28) E. Email received by some Commissioners from a Council Member (pg 29) F. Amended Final March 24th Minutes approved by the Charter Commission (pg 30-31) **NEW** G. Email communication from City Clerk, Julie Bartell of Council cancellation Adjournment Connie Sutherland Kathryn Timm Caroline Dahl Chair Vice Chair Secretary Julie Bartell cls <clsutherland@gmail.com> ,ant: Wednesday, July 09, 2014 10:18 PM To: Aldentaler, Don; Bartsch Daryl; Bill Combs; Bretoi, Chris; clsutherland; Craig Johnson; Dahl, Caroline; Jerome Poehling; jhelgemoe; Kelli Damiani; kmtimm; Iillydogcute; ShawnPro; Storberg, Rosemary Julie Bartell Agenda change for July 10, 2014 Charter Agenda July 10, 2014_FINAL_REV.pdf; Gmail - City Council non attendance of July 10 CC Mtg.pdf Cc: Subject: Attachments: REMINDER: Please DO NOT reply ALL to this email.***** Commissioners, My apologies for the late communication, due to a family scheduled event this was the first opportunity I have had to share the following information with you. This afternoon City Clerk, Julie Bartell informed myself, Vice Chair Timm and Secretary Dahl that the Council will not be able to attend our meeting to discuss the joint agenda item (email attached). Also attached is a revised agenda, the impacted agenda items have been stricken along with the allotted times. Vice Chair Timm will preside over the meeting until I am able to join. Commissioner Combs has informed us of i excused absence. Julie, please be sure to have copies available of the revised agenda and email for the Commissioners, upon their arrival to the meeting. Thank you for all that you do for the Charter Commission and the City of Lino Lakes, truly. Connie Sutherland Chair, Lino Lakes Charter Commission 1 Christopher Lyden, Chairperson, Lino Lakes Charter Commission 6275 Holly Drive Lino Lakes, MN 55038 April 10, 2014 Honorable John C. Hoffman Chief Judge, Tenth Judicial District 14949 62nd Street North P.O. Box 3802 Stillwater, MN 55082 Dear Judge Hoffman, As required by state law, please find the following 2013 annual report for the Lino Lakes Charter Commission. This report seeks to outline major activities and concerns of the Commission as discussed in Charter meetings. 2013 Annual Report, Approved by the Lino Lakes Charter Commission, April 10, 2014 Membership We had full membership for 2013 except for the last quarter, after Commissioner Zastrow passed away. Meetings Full meetings of the Charter Commission were held on: February 21, 2013, July 25, 2013, October 10, 2013. Minutes A Charter Commissioner records the minutes for the regular and special meetings held throughout the year. Commission Activity The Commission requested secretarial services from the City Council. The Council decided to pay for Timesavers for two meetings in the year 2013. On the urging of the City Council the Commission voted to have a joint meeting with City Council on the review of Chapter 8. The Council chose to opt out on the Commission's invitation. Refer to letters attached dated, April 22, 2013 and letter July 25, 2013. Adoption of an Ordinance to amend Section 4.02 and Section 8.04, Subdivision 2, of the City Charter to change the filing period to mirror the language of the State Statute. Page 1 of 2 3 Charter Expenditures Due to a shortage of funds from the City Council, the Charter attorney fees remain unpaid from as far back as the first half of 2009. Five Year Financial Plan In 2013 the City Council has not adopted the Five Year Plan. This status remains unchanged from previous year's reports. Respect ly Submitted, stopher L den Chairperson, Lino Lakes Charter Commission Seven year commissioner Page 2 of 2 (April 22, 2013) Dear Mayor and Council, As you know, pursuant to a vote of the Commission, the Mayor and I had made arrangements for the special joint meeting between the City Council and the Charter Commission. Mayor Reinert and I agreed to hold the special joint meeting on April 11, 2013. In addition, four of the five members of Council were present at the February 21 Commission meeting, where it was stated no less than 6 times that the scheduled date of that spedal joint meeting would be held on April 11 (subsequently canceled due to weather). The meeting agenda had been verbally agreed to between the Mayor and I. However, Mayor Reinert brought a different agenda to the February 21 Commission meeting, and he asked the Commission to accept that agenda. The Commission reviewed his proposed agenda and found it unacceptable. The Commission formally voted to reject the Mayor's agenda and accept the agenda as I had presented it to the Mayor the previous day via e-mail. While It may seem a simple matter to schedule the special joint meeting utilizing the approved agenda, it turned out that this is not the case. When discussing the posting of the scheduled April 11 special joint meeting with the City Clerk earlier in the month, I was surprised when she informed that she could not post for a special joint meeting between the Council and the Commission because there had been no such direction from Council. She elaborated that a special meeting must be called for by either the Mayor or two Council members, and that this has not taken place. i assume she double-checked on this with the Mayor. This then leaves the status of a special joint meeting up in the air. We have an agenda formally approved and adopted by the Commission that was verbally approved by the Mayor, and we had what seemed to me to be Intentions on both sides to hold the special joint meeting. I am proposing to the City Council to reschedule the special joint meeting from April 11, 2013 to May 16th or May 30th. if the Council confirms one of these two dates, then please immediately contact the qty Clerk and inform her of who is calling for the special joint meeting so that Julie can then post the rescheduled special joint meeting. I will await confirmation of the special joint meeting from the City Clerk. If the preceding is an indication that Council wishes to opt out on the special joint meeting, that Is of course your prerogative as City Council. As always, the Charter Commission is willing to honor formal requests from the City Council. FYI the next regular Charter Commission meeting is July 11, 2013 at 6:30 PM Best regards, Chair Lyden, Lino Lakes Charter Commission Julie Bartell From: Chris Lyden <lillydogcute@lycos.com> Sent: Thursday, July 25, 2013 11:18 AM To: Julie Bartell Cc: denali2010@q.com Subject: Please forward response to Mayor and Stoez email dated July 24, 2013 Julie, Please forward to Mayor and Stoesz: (July 25, 2013) Mayor Reinert and Council Member Stoesz, I couldn't disgree more with both the premise and the content of the letter you've asked the City Clerk to forward to me. I fmd your attempts to blur the facts and redefine the commission's actual vote to be completely disrespectful and inappropriate. Your statement that "To date there has been no formal request by the charter commission to meet with the city council regarding Commissioner Storbergs motion" is a complete disresgard of the November 8 vote of the Commission. That vote reads as follows: "MOTION by Commissioner Storberg, seconded by Commissioner Gunderson, to have the entire Council and the entire Council meet together to discuss the provisions of Chapter 8. AMENDMENT offered by Commissioner Timm that there be a tight agenda agreed to the Mayor and the Commission Chair and that some procedural rules for discussion be defined." Working within these parameters, the Mayor and I did agree on a tight agenda and some procedural rules. However, on February 21 2013, the Mayor went before the Commission to renegotiate that agreement. The Commission voted to reject the Mayor's agenda and adopt the original agreed-upon agenda, which I had presented. As you know, on April 23, 2013 the Commission proposed two joint meeting dates, May 16 and May 30. An official response to an official invitation is a minimal expectation, but Council chose to ignore the invitation, failing not only to respond, but also failing to even discuss the matter. Three months have elapsed, and a joint meeting has never been on any City Council agenda. Your July 23 correspondence is merely a personal e-mail aimed at disguising Council's inaction, and the Charter commission will not be used by you to promote your personal agenda. What is taking place here is in fact an under the table solicitation to induce the Commission to initiate something on your terms. The Mayor stated on February 21 that "Council is not driving this," and it is now apparent that you seek to push the Commission into the driver's seat of your vehicle on your road aimed in the direction of your choosing. As always, the Charter Commission is willing to honor formal and proper requests from the City Council. However, even after three months, we haven't received such a request. Attempted misrepresentations such as these only serve to promote mistrust. It is not in the best interests of anyone, be it Council, Commission, or the residents, to be party to such inappropriateness. The Charter commission will not be party to this. To be clear, I will not legitimize your personal email by forwarding it through the office of the Chair to the Charter Commission. It is my most sincere wish that the Mayor and Council abandon these kinds of practices and instead begin to deal with the Commission in good faith, rather than employing Chicago politics. I look forward to the day when you recognize that dealing in an open, honest, and fair mariner is the only way to truly resolve any differences and/or arrive at the best outcome for all concerned. i Christopher Lyden, Chairperson, Lino Lakes Charter Commission 6275 Holly Drive Lino Lakes, MN 55038 April 10, 2014 Honorable John C. Hoffman Chief Judge, Tenth Judicial District 14949 62nd Street North P.O. Box 3802 Stillwater, MN 55082 Dear Judge Hoffman, F-dG -7-( ( As required by state law, please find the following 2013 annual report for the Lino Lakes Charter Commission. This report seeks to outline major activities and concerns of the Commission as discussed in Charter meetings. 2013 Annual Report, Approved by the Lino Lakes Charter Commission, April 10, 2014 Membership We had full membership for 2013 except for the last quarter, after Commissioner Zastrow passed away. Meetings Full meetings of the Charter Commission were held on: February 21, 2013, July 25, 2013, October 10, 2013. Minutes A Charter Commissioner records the minutes for the regular and special meetings held throughout the year. Commission Activity The Commission requested secretarial services from the City Council. The Council decided to pay for Timesavers for two meetings in the year 2013. On the urging of the City Council the Commission voted to have a joint meeting with City Council on the review of Chapter 8. The Council chose to opt out on the Commission's invitation. Refer to letters attached dated, April 22, 2013 and letter July 25, 2013. Adoption of an Ordinance to amend Section 4.02 and Section 8.04, Subdivision 2, of the City Charter to change the filing period to mirror the language of the State Statute. Page 1 of 2 Charter Expenditures Due to a shortage of funds from the City Council, the Charter attorney fees remain unpaid from as far back as the first half of 2009. Five Year Financial Plan In 2013 the City Council has not adopted the Five Year Plan. This status remains unchanged from previous year's reports. Respect ly Submitted, stopher L. den Chairperson, Lino Lakes Charter Commission Seven year commissioner Page 2 of 2 (April 22, 2013) Dear Mayor and Council, As you know, pursuant to a vote of the Commission, the Mayor and 1 had made arrangements for the special joint meeting between the City Council and the Charter Commission. Mayor Reinert and I agreed to hold the special joint meeting on April 11, 2013. In addition, four of the five members of Council were present at the February 21 Commission meeting, where It was stated no less than 6 times that the scheduled date of that special joint meeting would be held on April 11 (subsequently canceled due to weather). The meeting agenda had been verbally agreed to between the Mayor and I. However, Mayor Reinert brought a different agenda to the February 21 Commission meeting, and he asked the Commission to accept that agenda. The Commission reviewed his proposed agenda and found it unacceptable. The Commission formally voted to reject the Mayor's agenda and accept the agenda as 1 had presented it to the Mayor the previous day via e-mail. While It may seem a simple matter to schedule the special joint meeting utilizing the approved agenda, it turned out that this is not the case. When discussing the posting of the scheduled April 11 special joint meeting with the City Clerk earlier in the month, I was surprised when she Informed that she could not post for a special joint meeting between the Council and the Commission because there had been no such direction from Council. She elaborated that a special meeting must be called for by either the Mayor or two Council members, and that this has not taken place. I assume she double-checked on this with the Mayor. This then leaves the status of a special joint meeting up in the air. We have an agenda formally approved and adopted by the Commission that was verbally approved by the Mayor, and we had what seemed to me to be intentions on both sides to hold the special joint meeting. 1 am proposing to the City Council to reschedule the special joint meeting from April 11, 2013 to May 16th or May 30th. if the Coeincil confirms one of these two dates, then please Immediately contact the City Clerk and inform her of who is calling for the special joint meeting so that Julie can then post the rescheduled special joint meeting. I will await confirmation of the special joint meeting from the City Clerk. if the preceding is an indication that Council wishes to opt out on the special joint meeting, that is of course your prerogative as City Council. As always, the Charter Commission is willing to honor formai requests from the City Council. FYI the next regular Charter Commission meeting Is July 11, 2013 at 6:30 PM Best regards, Chair Lyden, Lino Lakes Charter Commission CITY OF LINO LAKES NOTICE OF REGULAR CHARTER COMMISSION MEETING JULY 10, 2014 NOTICE IS HEREBY CIVEN that the Lino Lakes Charter Commission and the Lino Lakes City Council will hold a joint meeting on July 10, 2014 at 6:30 p.m. for the purpose of discussing a vision for success. (Joint session cancelled) The Charter Commission will conduct their regular meeting following the joint meeting on the same evening. The meetings will be held at Lino Lakes City Hall, 600 Town Center Parkway, Lino Lakes, Minnesota in the Community Room and they are open to the public. If you have any questions, please call 651-982-2400. Julie Bartell, City Clerk Julie Bartell Jeff Karlson ant: Tuesday, March 11, 2014 11:35 AM fo: Dale Stoesz; Dave Roeser; Jeff_Reinert; Rob_Rafferty; Rob Rafferty; william.kusterman@ey.com Cc: Julie Bartell Subject: Joint Council/Charter Commission Mtg. Last night the Council asked what the status was for the joint meeting with the Charter Commission. Last week the Charter Chair and Vice -Chair were contacted about calling a special joint meeting on March 18 or 19 for the purpose of discussing the proposed charter amendments. The chair, Connie Sutherland, proposed that the meeting be held on the Charter Commission's regular meeting date of April 10. Julie indicated that the council is amenable to having the joint meeting on April 10. I contacted Phil Barnes last week and he is available that evening. Phil's approach will be to narrow the discussion to two broad options and looking at the risks of either doing nothing or adopting an amendment. Jeff Karlson — City Administrator City of Lino Lakes 600 Town Center Pkwy Lino Lakes, MN 55014-1182 651-982-2405 651-982-2499 fax ^jeff.karlson@ci.lino-lakes.mn.us 1 WS — Item #7 WORK SESSION STAFF REPORT Work Session Item No. 7 Date: March 3, 2014 To: City Council From: Jeff Karlson Re: Joint Meeting with Charter Commission Background WSB recently launched a management analysis and development service by hiring Phil Barnes, an experienced facilitator. WSB is in the process of marketing this new service and has offered their services at a very low cost to Lino Lakes. I had a meeting in January with Brian Bourassa and Mr. Barnes in which they shared WSB's new business concept. Brian suggested that Mr. Barnes could facilitate a meeting with the City Council and Charter Commission to establish a "vision for success" and help build an effective working relationship between the Council and Charter Commission. The meeting could be a two-hour evening meeting and would be completed in about two hours. WSB is willing to provide this service for a nominal cost. If the Council supports this idea, staff would contact the Charter Commission and establish a meeting date. Requested Council Direction Approval to arrange a meeting between the City Council and Charter Commission, which would be facilitated by Phil Barnes, Management Analysis and Development Manager for WSB. Attachments Phil Barnes' Resume Philip E. Barnes Management Analysis and Development Phil is a Risk Management expert with over 10 years of experience in public sector management analysis, public works finance, strategic planning, and project cost, schedule and scope management. Phil has led over 100 diverse risk planning and assessment meetings that generated various strategic directions, decisions, and project management plans. Phil is experienced in leading Enterprise Risk Management (ERM) processes that integrate financial management, strategic planning, and risk forecast results to align financial resources and policies with client's strategic direction. Phil's strength is facilitating collaborative decisions with diverse stakeholder interests in order to develop effective program, policy, and project management plans. Phil holds diverse experience in assessing complex change management and budgetary impacts from policy, program, and project decisions at a national, state and local level. SELECTED EXPERIENCE Risk Analysis and Strategic Management Development Phil led a statewide Balanced Program Risk Analysis (BPRA) for Minnesota. ,.� The BPRA process resulted in a programmatic tradeoff, and the creation of Minnesota's Better Roads Program. The Better Roads Program will address more than 700 miles of roads at a cost of $398 million. Cost Savings through Risk -Based Budget Development Phil led Minnesota Department of Transportation's Highway Systems Operations Plan risk and budget discussions. Facilitated discussions resulted in the proposed cut of $189 million from original operations budget estimates. Public -Private Partnerships (P3) Phil led the strategic planning and program management efforts for MnDOT's Alternative Transportation Finance initiative that focused on developing P3 contracts. Efforts have resulted in recommended procurement process and new legislative authorization for Public -Private Partnership management. Collaborative Public Decision Making Phil led the development of a strategic vision, organizational structure, and implementation plan, for Minnesota's Disadvantaged Business Enterprise (DBE) and workforce "Collaborative" team. The team won a national "Excellence in Program Administration" award. Project Management Phil is experienced in applying risk-based cost estimation techniques and authored Federal Highway Administration guidance on risk-based contingency fund management for federal transportation projects. This guidance still defines the federal perspective on mega project contingency management. Bachelor of Science in Finance, University of Nebraska, 2000 Associate's Certificate in Project Management, George Washington University, 2005 WSB & Associa1,'s, lnf.