HomeMy WebLinkAbout10-10-2019 Charter PacketLINO LAKES CHARTER COMMISSION
MEETING AGENDA
6:30 PM
Thursday, October 10, 2019
1. Call to Order and Roll Call
2. Pledge of Allegiance
3. Setting the Agenda
4. Open Mike / Public Comments
5. Old Business
A. Approval of May 9, 2019 minutes
B. Petitions with City Clerk and City Attorney
C. Legal Representation
D. Open Positions on Charter Commission
6. New Business
A. Odd Year Elections Julie Bartell
7. Next meeting January 9, 2020
6:30 PM
Caroline Dahl Pat Devaney Chris Bretoi
Chair Vice Chair Secretary
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Charter Commission
May 9, 2019
Page 1
DATE
TIME STARTED
TIME ENDED
MEMBERS PRESENT
MEMBERS EXCUSED
MEMBERS UNEXCUSED
STAFF MEMBERS PRESENT
OTHERS PRESENT:
DRAFT
CITY OF LINO LAKES
CHARTER COMMISSION
May 9, 2019
6:32 p.m.
7:17 p.m.
Aldentaler, Bretoi, Dahl, Damiani, Juni, Lyden,
Poehling, Stanek, Trehus, and Vanderpoel
Devaney, Davis
None
None
None
CALL TO ORDER AND ROLL CALL
Chair Dahl reconvened the meeting of the Lino Lakes Charter Commission at 6:32 pm on May 9,
2019.
PLEDGE OF ALLEGIANCE
Chair Dahl lead the Pledge of Allegiance.
SETTING THE AGENDA
Agenda was accepted as presented without additions.
OPEN MIC/PUBLIC COMMENT
No one present opted to speak for the open mic.
OLD BUSINESS
A. Approval of April 12, 2018 Meeting Minutes
MOTION by Commissioner Juni, seconded by Commissioner Vanderpoel, approving the
meeting minutes of April 12, 2018.
Motion passed unanimously.
B. Petitions with City Clerk and City Attorney
Chair Dahl asked for input.
Commissioner Trehus stated that he understands the information but cannot say he is in
agreement.
Commissioner Lyden referenced the response of the City and respected that is a legitimate
response. He stated that the general public has no idea where to start with filing a petition for or
1
Charter Commission
May 9, 2019
Page 2
46 against a project and noted that perhaps the information can be available in electronic format. He
47 noted that perhaps a pamphlet on the City Charter and Commission could be made available at
48 City Hall as well.
49
50 Commissioner Damiani agreed that it would be helpful to have the information available online.
51
52 Commissioner Juni noted that the City Clerk responded that she is available to assist residents
53 that may want help. He stated that perhaps something is published in the City newsletter letting
54 residents know that the City Clerk would be the contact for assistance.
55
56 Commissioner Lyden stated that perhaps that contact information could be listed under the City
57 Charter page as well.
58
59 Chair Dahl stated that she would follow up to determine if the information could be added to the
60 City Charter page of the website.
61
62 Commissioner Trehus stated that the City Clerk is not an attorney and if she is helping to word a
63 petition for signatures, could that then be a situation where the City Attorney determines that the
64 language is not appropriate and therefore is not valid. He stated that it could be helpful to have
65 some sample petition templates available for residents to use.
66
67 Commissioner Juni stated that it could be difficult to develop templates as the scope of potential
68 templates would be impossible to guess. He stated that he would hope that if the City Clerk is
69 working with a resident on a petition format, he would hope that the City Attorney would be
70 consulted to ensure it is the valid format.
71
72 Commissioner Trehus suggested that Chair Dahl ask the City Clerk the estimated length of time
73 that would be necessary for staff to assist a resident in creating a valid petition form that could be
74 used to gather signatures.
75
76 C. Legal Representation
77 Chair Dahl stated that she emailed many Charter cities in attempt to gather information on
78 possible legal representation. She stated that the three responses that she received all
79 recommended the use of Kennedy and Graven.
80
81 Commissioner Poehling asked if any of the responding cities indicated their legal budget.
82
83 Chair Dahl noted that most Charter cities are funded by the city.
84
85 MOTION by Commissioner Juni, seconded by Commissioner Bretoi, requesting that the Chair
86 reach out to Kennedy and Graven to solicit information on their service package to act as
87 representation for Charter Commissions.
88
89 Motion passed unanimously.
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Charter Commission
May 9,2019
Page 3
91 NEW BUSINESS
92
93 A. Open Positions on Charter Commission
94 Chair Dahl stated that the open positions could be listed on the City website, in the newsletter.
95 and on the cable channel that broadcasts City meetings.
96
97 Commissioner Bretoi suggested publishing the information in the Quad Press.
98
99 Commissioner Juni stated that each year various other Boards and Commissions publish
100 openings. He stated that if they are listing those positions, it would be helpful to include the
101 Charter Commission openings with those listings to gain additional interest.
102
103 Chair Dahl noted that perhaps it would be helpful to have a Charter Commission pamphlet
104 available at the front desk of City Hall advertising the open positions.
105
106 Commissioner Lyden agreed that it could be helpful to list available positions on the cable
107 channel prior to the City Council meetings.
108
109 Commissioner Poehling stated that perhaps the Council or staff could make an announcement
110 about the openings during a City Council meeting.
111
112 Commissioner Damiani stated that an announcement about the open positions could be included
113 in the scrolling information on the homepage of the City website.
114
115 Commissioner Poehling suggested implementing all the methods suggested by the City Clerk as
116 well as making an announcement at a City Council meeting. The Commission confirmed
117 consensus.
118
119 NEXT MEETING DATE
120 Chair Dahl noted the next meeting date is Thursday. July 11, 2019.
121
122 Commissioner Bretoi suggested holding a meeting if there is something to act on.
123
124 ADJOURN
125
126 MOTION by Commissioner Lyden, seconded by Commissioner Damiani. to adjourn the meeting
127 at 7:17 p.m. Motion carried unanimously.
128
129 Drafted by: Amanda Staple, TilneSaver Off Site Secretarial, Inc.
Lino Lakes Charter Commission
Agenda Item 6A
STAFF ORIGINATOR: Julie Bartell, City Clerk
MEETING DATE: October 10, 2019
TOPIC: Odd Year Elections
Charter Commission Chair Dahl included the subject of odd year elections on the Charter
Commission agenda.
BACKGROUND
In the past. both the Charter Commission and City Council have discussed the idea of changing
city elections from odd to even years. The attached information outlines those discussions that
occurred in 2010 and 2011:
- October 2010 — The subject was brought forward by two council members and the
matter referred to the Charter Commission for their review.
- February 9. 2011 — The Charter Commission informed the council that they would
not be taking any action on the matter.
March 7. 2011 — The City Council discussed the matter and did not pursue a change.
DISCUSSION
Costs — One topic of past discussions of a change to even year elections has been cost savings
to the City budget. Therefore I have attached updated budget information. The current odd
year elections budget is $18,182. However, the entire budgeted cost would not be savings since
some budgeted costs, such as capital equipment outlay, would continue to be an annual
obligation.
Charter Amendment Required - As outlined in the attached. any change would require an
amendment to the City Charter.
Terms of Office — A change in election year would require a plan to align elected official
terms.
ATTACHMENTS
Elections and Voters Registration Budget Outline (2019 Budget)
Staff report to City Council dated October 4. 2010
Minutes of October 4, 2010 City Council Meeting
Referral of subject matter to Charter Commission, dated October 14, 2010
Response of Charter Commission, dated February 9, 2010
Staff work session report to City Council dated March 7, 2011
Minutes of March 7. 2011 Council Work Session
CITY OF
EL CT1QJ4S AND VOTERS REGISTRAJIQN 11Q1-4Q11
LINO LAKES
Budget Adopted
2018 2019 Budget Detail
Object Actual Actual
Description Code 2016 2017
PERSONAL SERVICES
SALARIES
PERA
SOCIAL SECURITY
WORKER'S COMPENSATION
4101-000
4121-000
4122-000
4151-000
21,577
0
64
97
8,635
0
18
32
20,500
0
65
75
10.000
0
32
50
Primary and General Election Judges (Even Years)
General Election Judges (Odd Years)
21,738
8,685
20,640
10,082
SUPPLIES
OFFICE SUPPLIES
4200-000
962
257
800
800 Supplies for elections
962
257
800
800
OTHER SERVICES AND CHARGES
POSTAGE
4322-000
95
124
2r00
200
Mail Election Judge Material
TRAVEL & TUITION
4330-000
17
96
0
0
PRINTING & PUBLISHING
4340-000
390
1,703
1,000
1.800
Election Ballots (Odd years - City pays cost of municipal
election ballots)
502
1,923
1,200
2,000
CONTRACTUAL SERVICES
CONTRACTED SERVICES
4410-000
727
362
0
500 Voting Equipment Transport
727
382
0
500
CAPITAL OUTLAY
EQUIPMENT
5000-000
4,583
4,655
4.600
4,800 Voting Equipment System per Anoka County Agreement
4,583
4,685
4,600
4,800
TOTAL ELECTIONS
28,512
15,932
27,240
18,182
'These costs would not be saved with even year election change
29
WS — Item 6
WORK SESSION STAFF REPORT
Work Session Item #6
Date: October 4, 2010
To: City Council
From: Julie Bartell, City Clerk
Re: Odd Year Elections
Background
Chapter 4.01 of the Lino Lakes City Charter establishes that "A regular municipal
election shall be held on the first Tuesday after the first Monday in November of each odd
numbered year...". The rationale for holding a municipal election exclusive of the even -
year state and federal level elections is not clearly stated in the city's records.
Costs. The proposed budget for the city's cost of the 2011 election is $14,060. A change
to even year would save that bi-yearly expense in its entirety. A change would also mean
that the staff time devoted to elections during those odd years could be directed to other
work.
Charter Amendment. A change to the election year would require an amendment to the
city charter. The amendment process is governed by state statute which provides more
than one method by which a home rule charter can be amended:
1) Petition — a petition meeting the requirements of state law can be submitted by
citizens and the question would be brought to the voters;
2) Amendment proposed by the council — the council may propose an
amendment by ordinance and, after review by the charter commission, may present it to
the voters;
3) Upon receiving a recommendation from the charter commission, the council
may enact a charter amendment by ordinance with an affirmative vote of all council
members (with a post approval waiting period of 90 days).
Terms of Office. Any change to the municipal election year would obviously result in a
question regarding the terms of office for the council members and mayor. Changing the
election year may result in either the addition or loss of one year to the terms, possibly
impacting both sitting council members and those individuals who are up for
election/reelection.
Requested Council Direction
Staff is presenting the idea of pursuing a change to the city's current practice of odd -year
municipal elections as a possible cost savings and efficiency measure and requests
direction from the council regarding your interest. If the interest is present, the council
should discuss the form of charter amendment that could be pursued. Staff would then be
able to put together a possible schedule for either a council vote or inclusion of a question
on the 2011 ballot.
CITY COUNCIL WORK SESSION
be t is, tot a
CITY OF LINO LAKES
EXCERPT OF MINUTES
DATE
MEMBERS PRESENT
MEMBERS ABSENT
October 4, 2010
: October 4, 2010
: Councilmember Gallup, O'Donnell,
Reinert, Roeser and Mayor Bergeson
: None
Staff members present: City Administrator Jeff Karlson; Community Development
Director Mike Grochala; Director of Public Safety Kent Strege; City Engineer Jim
Studenski, City Clerk Julie Bartell
The following is an excerpt of the minutes of the above date relating only to Item 6 on the
meeting agenda.
6. Odd Year Elections — City Clerk Bartell explained that the concept of the city
changing from an odd to even year election cycle for municipal elections is being brought
forward at the request of two council members who presented it as an efficiency and cost
saving possibility. Of the eighty plus cities in Anoka County, only two cities have their
municipal elections in odd years (Lino Lakes and Circle Pines). She explained that the
requirement for the current practice of odd -year city elections is included in the city
charter so a charter amendment would be required for a change. The process for charter
amendments (as set forth by state statute) was reviewed. Ms. Bartell noted the biyearly
costs associated with holding an exclusive municipal election; the costs would be saved
entirely along with staff's work and time associated with the election process. She also
noted that any change to the election cycle would obviously result in an impact to terms
of office for the council and mayor positions. It is advisable that any change in terms be
determined and included in the enacting ordinance so it is clear up front. Staff is seeking
direction from the council on their interest in further discussion or moving forward on a
change and, if appropriate, on what type of amendment the council would seek.
The council discussed possible scenarios of enacting a change, including how long a
process would take. There was recognition that if the charter commission were to make
the recommendation to the council, the process would be shorter and the savings would
come quicker. The charter commission meets quarterly and has a meeting in October.
The mayor remarked that municipal officials are at the bottom of the totem pole and the
reason he sees for having off year elections is to give necessary attention to local
questions. Joining with the larger election world would also mean some loss of the non-
partisan nature of the municipal elections perhaps just by association (campaign signed
displayed together).
A council member noted that the savings are not extensive and they are actually saved
only biyearly. Another council member suggested that the concept is worth exploring.
1
CITY COUNCIL WORK SESSION October 4, 2010
45 A question was posed by council regarding the city's sign regulations and the previous
46 direction to report on how the regulations should be amended to recognize the longer
47 absentee balloting period. The current regulations do not allow campaign signs to be
48 posted for the full absentee balloting period. Community Development Director
49 Grochala noted that he is working with the city attorney on that issue as well as another
50 constitutional concern about the city's sign regulations; he anticipates bringing forward a
51 change for consideration after the first of the year and in time for next year's election
52 period.
53
54 City Clerk Bartell added that there is additionally some language in the city charter that
55 does not correlate with recent election law changes at the state level and staff will be
56 reporting on that soon.
57
58 There was concurrence that the discussion on the matter will continue and the council
59 would like to request feedback from the charter commission. Staff should provide to the
60 commission the pros and cons mentioned at this meeting.
61
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Referral to the Lino Lakes Charter Commission
STAFF ORIGINATOR: Julie Bartell, City Clerk
MEETING DATE: October 14, 2010
TOPIC: Odd Year Elections
BACKGROUND
The city council received the attached staff report at their work session on October 4,
2010. The report is in response to a council member suggestion that the city consider
moving its election year from odd to even years as a cost saving measure.
Since a change to the election year would require a charter amendment, the council is
respectfully requesting that the Lino Lakes Charter Commission review the question
and provide feedback to the council.
Also attached is a draft of the minutes of the work session relative to this topic. The
council requested that the pros and cons that they discussed be provided for your
review.
February 9, 2011
Honorable Mayor Jeff Reinert
Councllmember O'Donnell
Count member Gallup
Counc lmember Rafferty
Councilmember Roeser
After reviewing the documentation of the Councff's discussion on the issue of odd/even election
years, the Charter Commission concurs with the opinion provided by the Honorable Jeff Reinert,
Mayor of Lino Lakes, in his canments of the Ocmber 4, 2010 work session approved minutes,
lines 136 through 141:
136 The mayor remarked that municipal officials are at the bottom of the totem pole and the
137 reason he sees for having off year elections is to give necessary attention to local
138 questions. Joining with the larger election world would also mean some loss of the non-
139 ' partisan nature of the municipal elections perhaps just by association (campaign signs
140 displayed together). He also noted that the savings are not extensive and they are
141 actually saved only biyearly.
Therefore the Charter Commission will not take any further action on this issue of odd/even
election years.
Caroline Dahl Chair Lino Lakes Charter Commission
CC Julie Bartell, City Clerk
Jeff Karison, City Administrator
WS — Item 7
Date:
To:
WORK SESSION STAFF REPORT
Work Session Item #7
March 7, 2011
City Council
From: Julie Bartell, City Clerk
Jean Viger, Deputy Clerk/Election Liaison
Re: Even Year Elections
Background
In October of last year, the council discussed the idea of changing the municipal election
from odd to even year to correspond with state and federal level elections and therefore
save on the costs of administering an election. The proposed budget for the city's cost of
the 2011 election is $14,060. A change to even year would save the actual expense
biyearly. A change would also mean that the staff time devoted to elections during those
odd years could be directed to other work.
Of note also is that any change to the municipal election year would result in a question
regarding the terms of office for the council members and mayor. Changing the election
year may result in either the addition or loss of one year to the terms, possibly impacting
both sitting council members and those individuals who are up for election/reelection.
Since accomplishing a change in election year would require an amendment to the city
charter, the council forwarded the matter to the Lino Lakes Charter Commission for their
review. The Commission reviewed the matter at their meeting on January 13, 2011 and
has forwarded the attached comments. It appears that the commission is not supportive
of a change at this time.
The council could still pursue an amendment to the charter. The amendment process is
governed by state statute which provides more than one method by which a home rule
charter can be amended:
1) Petition — a petition meeting the requirements of state law can be submitted by
citizens and the question would be brought to the voters;
2) Amendment proposed by the council — the council may propose an
amendment by ordinance and, after review by the charter commission, may present it to
the voters;
3) Upon receiving a recommendation from the charter commission, the council
may enact a charter amendment by ordinance with an affirmative vote of all council
members (with a post approval waiting period of 90 days).
Requested Council Direction
Staff is presenting the response of the Charter Commission and requesting further council
direction.
Attachments
Charter Commission letter
CITY COUNCIL WORK SESSION March 7, 2011
APPROVED
223 6. Strategic Planning Update — Administrator Karlson noted that the council has
224 expressed interest in doing a strategic planning session for the city. He has presented the
225 name of an individual that has experience and can be recommended to lead an effort. The
226 council would need to establish goals for the session. The mayor suggested that a
227 facilitator should draw ideas from the council and help them create a plan from them. A
228 council member suggested that having the results of the organizational study may be
229 helpful in this process. Administrator Karlson suggested it would be at least 4 to 6
230 weeks until the results of the organizational study are ready; the council remarked that
231 such a time frame should fit in to when the planning session will occur.
232
233 Finance Director RoIek added that the city's Five Year Plan fits into the discussion of
234 strategic planning. He noted that while there is a framework for the plan (from past
235 consideration), the city needs to add another year and he's suggesting that be done in
236 April. The council will see the draft plan at their next work session, just for review.
237 With the results of the organizational study, an update should be considered.
238
239 7. Even Year Elections - City Clerk Bartell recalled that the council has discussed
240 the concept of changing from odd to even year municipal elections as a cost savings
241 measure. Since the election is established in the city charter and a change would require a
242 charter amendment, the idea was posed to the charter commission. The commission has
243 sent a response and it appears that they are not supportive of a change at this time.
244
245 The council did not indicate an interest in pursuing a change as a necessity. City
246 Administrator Karlson added that the election costs in the staff report don't include staff
247 time which can be significant.
248
249 8. Liquor License Fees - City Clerk Bartell reported that there are two items being
250 presented: a basic review of the city's license fee and the investigation fee issue. The
251 city's current liquor fees are included in the report. A comparison based on research of
252 fees in other cities of similar size and location was reviewed. It is good to look at the fees
253 regularly; a change in fees would be a council decision. Regarding investigation fees,
254 Police Chief Strege briefly reviewed what his department checks and confirmed that the
255 department performs the same intensive check each year and recommends continuing to
256 do that. A council member has concerns about these type of "extra" charges added each
257 year; one overall fee should suffice and, having spoken to other cities about their process,
258 he's found that the renewal investigation cost is generally included in the license fee. It
259 was clarified that the police department in fact does the same amount of investigation on
260 a renewal as on a new license. The Police Department also indicated that the current cost
261 of $250 or $450 is appropriate in regard to their cost to conduct the investigation. The
262 council reviewed the information included in the report comparing the cities investigation
263 costs with those of other cities. Finance Director Rolek added that there is some benefit
264 to the city in charging a separate fee for the investigation; if a license is denied, the cost
265 of the investigation is still paid.
266
6
Lino Lakes Charter Commission
2018 Membership and Term
Donald Aldentaler
Term expires December 31, 2019
Chris Bretoi (Co -Secretary)
Term expires December 31, 2021
Pat Devaney (Vice Chair)
Term expires December 31, 2019
Caroline Dahl (Chair)
Term expires December 31, 2021
Kelli Damiani
Term expires December 31, 2021
Steven C. Davis
Term expires December 31, 2021
Howard Juni
Term expires December 31, 2019
Christopher Lyden
Term expires December 31, 2019
Jerome Poehling
Term expires December 31, 2021
Carol Stanek (Co -Secretary)
Term expires December 31, 2019
Mike Trehus
Term expires December 31, 2021
Waylon Vanderpoel
Term expires December 31, 2019
CITY OF LINO LAKES
Application for Appointment to the Charter Commission
PERSONAL INFORMATION
Name: Phone: ( )
Address:
Email address
Number of years as a resident of Lino Lakes:
CIVIC, PROFESSIONAL & COMMUNITY ACTIVITIES
List any civic. service organizations, professional or community activities you have been
or are currently involved in:
List any special strengths, abilities. or experience you would bring to this commission:
State why you would like to serve on the Charter Commission:
Are you currently a qualified voter in the City? Yes No
Are you currently a member of the Charter Commission? Yes No
Note: City Council members cannot serve on the Charter Commission
Signed: Date:
You may attach additional information if you desire. Applications will be sent to the appointing
judge for consideration. When appointments are made by the judge, applicants will be notified.
Thank you for your interest in serving on the Charter Commission.
Please return completed application to:
-or-
Commission Chair Caroline Dahl
1101 Holly Court East
Lino Lakes. MN 55038
(rec 'd)
City Clerk, Lino Lakes City Hall
600 Town Center Parkway
Lino Lakes. MN 55014
(rec 'd)
2019 Charter Commiss.ln Meeting Attendance
Regularly Scheduled Special tings
Commissioners
Cancelled
Jetttrart10, 2019
Rescheduled (4-11 to 5-9)
Mav 9, 2019
July
1
11, 2019
October
10, 2019
\
Last Name
Aldentaler
First Name
Present
Absent
Excus ,
Absent
Unexcused
Absent Absent
Present Excused Unexcused
Absent Absent
Present Excused Unexcused
Absent A nt
Present nexcused
Donald
Bretoi
Chris
/
Dahl
Caroline
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Damiani
Kelly
,
(i
Devaney
Pat
Davis
Steven
v
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Juni
Howard
(/ /
Lyden
Christopher
Poehling
Jerry
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Stanek
Carol
Trehus
Mike
V
Vanderpoel
Waylon
7