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HomeMy WebLinkAbout11-06-14 Charter MinutesCharter Commission November 6, 2014 Page 1 1 APPROVED 1 CITY OF LINO LAKES 2 CHARTER COMMISSION 3 4 5 DATE November 6, 2014 6 TIME STARTED 6:30 p.m. 7 TIME ENDED 7:38 p.m. 8 MEMBERS PRESENT Aldentaler, Bretoi, Combs, Dahl, Damiani, Helgemoe, 9 Penn, Poehling, Storberg, Sutherland, Timm, and 10 Turcotte 11 MEMBERS EXCUSED Johnson and Lyden 12 MEMBERS UNEXCUSED Bartsch 13 STAFF MEMBERS PRESENT None 14 OTHERS PRESENT: None 15 16 17 CALL TO ORDER AND ROLL CALL 18 It was noted this is a rescheduled meeting due to a lack of quorum on October 9, 2014. 19 20 Chair Sutherland convened the meeting of the Lino Lakes Charter Commission at 6:30 p.m. on 21 November 6, 2014. 22 23 PLEDGE OF ALLEGIANCE 24 Chair Sutherland lead the Pledge of Allegiance. 25 26 SETTING THE AGENDA 27 There were no changes 28 29 MOTION by Commissioner Penn, seconded by Commissioner Turcotte, approving the meeting 30 agenda. 31 32 Motion passed unanimously. 33 34 OPEN MIC/PUBLIC COMMENT 35 No one present opted to speak for the open mic. 36 37 APPROVAL OF MEETING MINUTES 38 39 A. June 25, 2014 Charter Commission Special Meeting Minutes 40 Chair Sutherland asked who made the motion on page 2, Line 46. It was noted Commissioner 41 Lyden may have made the motion but he was absent so could not confirm. 42 43 Chair Sutherland noted the correct spelling line 54 should be “Damiani”. 44 45 Charter Commission November 6, 2014 Page 2 2 Commissioner Dahl arrived at 6:37 p.m. 46 47 Chair Sutherland noted on Line 68 the adjournment time should be 7:55 p.m. which should also 48 be added on line 75. She noted to add 7:55 p.m. to line 10. 49 50 Commissioner Dahl noted Commissioner Lyden called her because he was sick and asked to be 51 excused. 52 53 MOTION by Commissioner Timm, seconded by Commissioner Poehling, approving the special 54 meeting minutes of July 25, 2014 as amended. 55 56 Motion passed unanimously. (Sutherland abstained). 57 58 B. July 10, 2014 Charter Commission Meeting Minutes 59 Commissioner Sutherland asked if anyone remembered the residents name from that meeting. 60 She noted because no one could remember the blank line will be removed and noted as “Citizen” 61 on line 16. 62 63 MOTION by Commissioner Timm, seconded by Commissioner Penn, approving the meeting 64 minutes of July 10, 2014 as amended. 65 66 Motion passed unanimously. (Sutherland abstained) 67 68 C. July 25, 2014 Charter Commission Special Meeting Minutes 69 Commissioner Dahl noted that this will be an agenda carryover to January 2015. 70 71 D. August 1, 2014 Charter Commission Special Meeting Minutes 72 Commissioner Dahl noted that this will be an agenda carryover to January 2015. 73 74 E. August 6, 2014 Charter Commission Special Meeting Minutes 75 Commissioner Dahl noted that on line 16, Commissioner Helgemoe was an excused absence. 76 Chair Sutherland thought in these minutes the Open Mic item should be removed because they 77 do not have it at special meetings. Commissioner Dahl thought they did leave the open mic in 78 case someone comes to talk. 79 80 It was noted by Chair Sutherland to strike lines 21, 23 and 25 of the minutes. 81 82 Vice Chair Timm stated on the agenda she had there was a notation of the start time of 6:40 p.m., 83 not 6:35 p.m. She did not have the end time. 84 85 Chair Sutherland stated they will go with 6:40 p.m. as noted by Vice Chair Timm. She indicated 86 line 8 will be 6:40 p.m. There is no end time, she thought this was a quick meeting and under an 87 hour. Time ended 7:50 p.m. which should be noted in the minutes. 88 89 Charter Commission November 6, 2014 Page 3 3 Commissioner Penn asked if they wanted to have the format of all the minutes to be consistent. 90 The Commission concurred and indicated “MOTION” should be capitalized in all of the minutes. 91 92 Chair Sutherland stated on line 29, it should read “MOTION by Commissioner Timm”; line 37 93 “MOTION by Commissioner Timm”, and strike the word “moved” on both lines 29 and 37. 94 95 Chair Sutherland noted on line 44 to insert “MOTION by Commissioner Timm” and also on line 96 52 to insert “MOTION by Bretoi” and strike the word “moved” in both places. 97 98 Chair Sutherland stated Commissioner Damiani made the motion to adjourn and Commissioner 99 Lyden seconded the motion to adjourn the meeting at 6:53 p.m. 100 101 MOTION by Commissioner Timm, seconded by Commissioner Penn, approving the special 102 meeting minutes of August 6, 2014 as amended. 103 104 Motion passed unanimously. (Sutherland abstained) 105 106 F. August 14, 2014 Charter Commission Special Meeting Minutes 107 Commissioner Bretoi thought his absence was excused at this meeting because it was a Thursday 108 night and he was out of town so he could not second a motion. 109 110 There was discussion regarding who was at the meeting at the Fire House on August 14, 2014. 111 112 Chair Sutherland indicated there were a lot of staff people at this meeting, including the Mayor, 113 which should be noted in the minutes under “Other Present”. Staff present: Councilmember 114 Custerman, Rheinhart, Mayor Carlson (Board Member). 115 116 Chair Sutherland indicated they needed to strike Bretoi from line 9 and add him to line 14. On 117 line 28 a Motion was made by Lyden, and she asked who seconded the motion. Timm stated she 118 made an amended motion and on line 32 it should state she abstained. 119 120 Chair Sutherland asked Commissioner Timm if she would be comfortable with it noting her as 121 seconding the motion. . Vice Chair Timm stated she was not comfortable with seconding the 122 motion but she thought it was Commissioner Johnson who seconded the original motion and she 123 made the amendment to that motion. 124 125 The Commission recessed at 7:00 p.m. to clear up a scheduling conflict. 126 127 The Commission reconvened at 7:01 p.m. 128 129 Chair Sutherland asked who adjourned the meeting. Motion to adjourn was made by Turcotte 130 and seconded by Combs. 131 132 MOTION by Commissioner Timm, seconded by Commissioner Damiani, approving the special 133 meeting minutes of August 14, 2014 as amended. 134 Charter Commission November 6, 2014 Page 4 4 135 Motion passed unanimously. (Sutherland abstained). 136 137 UNFINISHED BUSINESS 138 139 A. August 6, 2014 Packet Item: Ward Charter Amendment Council Response 140 141 Commissioner Turcotte moved to table to the next meeting. Chair Sutherland accepted and stated 142 this will go under unfinished business on the January 2015 agenda. 143 144 MOTION by Commissioner Turcotte, seconded by Commissioner Penn, tabling this item to the 145 January 2015 Charter meeting. 146 147 Motion passed unanimously. (Sutherland abstained). 148 149 NEW BUSINESS 150 151 A. YTD Invoices and Current Approved Budget 152 Chair Sutherland stated all three invoices were submitted to the City; however, the total amount 153 exceeded the budget that was approved by the Council at the last session. The Charter is running 154 a shortfall as noted by City Administrator Jeff Carlson of $183.75 to which she was informed the 155 City will not be paying. She asked how the Commission would like to address the overage. 156 157 MOTION by Commissioner Storberg, to pay the $183.75 in January 2015. 158 159 Commissioner Turcotte indicated they could not do this because it was against the law. 160 161 Motion failed for lack of second. 162 163 MOTION by Commissioner Timm, seconded by Commissioner Penn, to ask the Council to 164 increase their budget by $183.75 so this invoice can be paid. 165 166 The Commission discussed what the options would be to pay the overage of $183.75. 167 168 The Commission asked for the motion to be read. 169 170 Commissioner Timm stated as she recalled, originally the motion to the Council was to ask for a 171 greater amount than previously asked for but was approved for less and they reserved the right to 172 go back to the $3,000 amount if needed. She noted they are still significantly under the $3,000 173 amount. 174 175 Commission discussion continued regarding different options for payment. 176 177 The Commission recessed at 7:13 p.m. to move to a different conference room. 178 179 Charter Commission November 6, 2014 Page 5 5 The Commission reconvened at 7:19 p.m. 180 181 Commissioner Combs stated he would like to make an amendment to the original motion to 182 include 2014 budget and the invoice number. 183 184 MOTION by Commissioner Combs, Seconded by Commissioner Poehling, to amend the original 185 motion to include “increase the 2014 budget by $183.75 so Invoice 365 can be paid”. 186 187 Motion as amended carried unanimously, Sutherland abstained. 188 189 Commissioner Penn asked if Sutherland will write a letter directly to the Council. Sutherland 190 explained the formatting she will be using to request the Council for an increase to the 2014 191 budget. 192 193 B. Five Year Plan 194 Chair Sutherland stated there was an email involving Sutherland, Dahl, and City Clerk Julie 195 Bartell regarding the five-year plan. She summarized the email correspondence with the 196 Commission. 197 198 Commissioner Dahl stated they have changed the wording from five-year plan to a forecast 199 which circumvents the Charter. Chair Sutherland said the Charter required the five year plan. 200 201 Chair Sutherland asked when the letter needed to be brought before the judge. Commissioner 202 Dahl stated it was due in April 2015. 203 204 Chair Sutherland asked what the Charter had to do to enforce this. Commissioner Dahl stated 205 this needed to be brought before the Council to make them aware of the by-laws. The Charter is 206 supposed to be the keeper of the constitution so if they do not do it, no one will. 207 208 Chair Sutherland asked the Commission what they want. It was the consensus of the 209 Commission to author a letter to the City Council that the five-year plan is required and the City 210 is in non-compliance with the Charter. 211 212 MOTION by Commissioner Bretoi, seconded by Commissioner Timm, to authorize the Charter 213 Commission to author a letter to the City indicating that the five-year plan is required and the 214 City is in non-compliance with the Charter. 215 216 The Commission reviewed the Charter by-laws. 217 218 Motion passed unanimously. (Sutherland abstained). 219 220 C. Next Regular Meeting Date: Thursday, January 8, 2015 at 6:30 p.m. 221 Chair Sutherland noted the next meeting date is Thursday, January 8, 2015 at 6:30 p.m. which 222 will include the July 25th Special Meeting Minutes; August 1st Special Meeting Minutes; and, 223 Charter Commission November 6, 2014 Page 6 6 the unfinished business Agenda Item A, August 6, 2014 Packet Item: Ward Charter Amendment 224 Council Response. 225 226 NOTICES AND COMMUNICATIONS 227 228 A. Letter Regarding Invoices and Budget 229 B. Emails Regarding Invoices and Budget 230 C. Charter Commission Insurance Information 231 D. MN State Statute 410.06 COMPENSATION; EXPENSES 232 E. Lino Lakes, MN Code of Ordinance Chapter 205: City Administrator 233 F. Placeholder for Five-Year Plan or Communications in Regard to Five-Year Plan 234 235 ADJOURN 236 237 MOTION by Commissioner Dahl, seconded by Commissioner Damiani, to adjourn the meeting 238 at 7:38 p.m. Motion carried unanimously. 239 240 Drafted by: Sue Osbeck, TimeSaver Off Site Secretarial, Inc. 241