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HomeMy WebLinkAbout04-08-2021 Charter PacketLINO LAKES CHARTER COMMISSION MEETING AGENDA 6:30 PM Thursday, April 8, 2021 1.Call to Order and Roll Call 2.Pledge of Allegiance 3.Setting the Agenda 4.Open Mike / Public Comments 5.Oath of Office - Anthony Frolik, Dean Hausladen, and Dan Nicholson 6.City Administrator Sarah Cotton City update 7.Old Business A.Approval of January 14, 2021 minutes B.Legal Representation (no new information) C.Open Positions on Charter Commission D.Odd Year Elections (no new information) (See minutes of 10/10/2019 & 01/14/2021 for background) E.Five-Year Plan Update 8.New Business A.Charter Commission Budget Update 9.Next regular meeting scheduled for July 8, 2021 Chris Bretoi Caroline Dahl Chair Secretary How to Join the Meeting on Zoom Phone: Dial 1 312 626 6799 Meeting ID: 832 3905 2013 Weblink: https://us02web.zoom.us/j/83239052013 Charter Commission January 14, 2020 Page 1 1 DRAFT 1 CITY OF LINO LAKES 2 CHARTER COMMISSION 3 4 5 6 DATE January 14, 2020 7 TIME STARTED 6:30 p.m. 8 TIME ENDED 6:55 p.m. 9 MEMBERS PRESENT Bretoi, Dahl, Damiani, Davis, Rodrieguez, Poehling, 10 Stanek, Trehus, and Vanderpoel 11 MEMBERS EXCUSED Aldentaler 12 MEMBERS UNEXCUSED None 13 STAFF MEMBERS PRESENT City Clerk Julie Bartell 14 OTHERS PRESENT: None 15 16 17 CALL TO ORDER AND ROLL CALL 18 Chair Dahl reconvened the meeting of the Lino Lakes Charter Commission at 6:30 pm on 19 January 14, 2021. 20 21 PLEDGE OF ALLEGIANCE 22 Chair Dahl lead the Pledge of Allegiance. 23 24 SETTING THE AGENDA 25 26 Agenda was accepted as presented. 27 28 OPEN MIC/PUBLIC COMMENT 29 No one present opted to speak for the open mic. 30 31 OLD BUSINESS 32 33 A.Approval of October 8, 2020 Minutes 34 35 MOTION by Commissioner __, seconded by Commissioner __, approving the meeting minutes 36 of October 8, 2020 as presented/with noted changes. 37 38 Motion passed (Trehus abstained). 39 40 B.Legal Representation 41 Chair Dahl stated that she had nothing new to report but welcomed input from the other 42 members. 43 44 Commissioner Poehling asked the purpose of continuing to look for legal representation. 45 46 Charter Commission January 14, 2020 Page 2 2 Chair Dahl replied that legal representation would be available to answer questions from the47 Commission. 48 49 C.Open Positions on Charter Commission and Ongoing Advertising 50 Chair Dahl stated that applications have been received and are being reviewed by the Judge that 51 makes appointments. She noted that the group could potentially have three new members 52 joining in April. 53 54 The City Clerk stated that as long as there are openings on the Commission, the City will 55 continue to advertise for those positions. She stated that information is available at the front 56 desk of City Hall for interested individuals. She noted that the positions have also been 57 advertised in the City newsletter and Quad Press. 58 59 D.Odd Year Elections 60 Chair Dahl stated that she spoke with the City Administrator who confirmed that this item was 61 on an agenda for the City Council previously but did not move forward. 62 63 The City Clerk provided background information. She noted that the topic was suggested for 64 Council review by the Charter Commission and had been included in topics for a strategic 65 planning session that was postponed due to COVID and the activity from the past year. 66 67 E.Five Year Plan Update 68 Chair Dahl stated that she also discussed this item with the City Administrator. She welcomed 69 any questions or input from the Commission. 70 71 NEW BUSINESS 72 73 A.State Law Amendments Impacting Charter Commissions 74 The City Clerk provided background information on the State Law amendments that she noticed 75 that impact Charter Commissions. She stated that previously the Charter Commission was 76 allowed to receive up to $1,500 annually for expenditures and that amount was allowed to 77 increase based on a certain calculation. 78 79 Chair Dahl stated that the eligible amount per that calculation would be up to $6,462.66. She 80 commented that this amount would be an improvement from the previous $1,500. She stated 81 that currently the Charter Commission still is only allotted $1,500 but if the additional funds are 82 needed, the City could provide it out of its contingency fund. 83 84 Commissioner Trehus commented that he believes those funds are intended to be used for 85 framing or amending the Charter and could include hiring a legal representative to assist in that 86 process. He stated that his concern is that he feels the full amount should be included in the 87 budget for the Charter Commission each year and recorded as such. 88 89 Chair Dahl commented that she could ask that the funds be allocated but noted that if the funds 90 are not expended, they would go back into the general fund at the end of the year. 91 92 Charter Commission January 14, 2020 Page 3 3 Commissioner Trehus stated that he would like that conversation to take place with the City93 Administrator. He stated that he would like to see the funds allocated in addition to secretarial 94 and legal fees. 95 96 Commissioner Poehling commented that he believes it would be difficult to amend this year’s 97 budget because there is a lot of concern with potential shortfalls due to COVID. 98 99 Chair Dahl confirmed that the funds would be included in the budget for the next year. 100 101 The City Clerk stated that the budget is based on facts and known costs along with some 102 estimations, noting that the contingency is allocated for that purpose. She stated that she is 103 confident that the contingency would be available if needed. 104 105 Commissioner Trehus stated that he would prefer to have the funds allocated and they could be 106 returned if not needed. He stated that going forward he would prefer to have the funds budgeted. 107 108 B.2021 Charter Commission Regular Meeting Calendar 109 Chair Dahl noted that the calendar was included in the Commission packet. 110 111 C.Other 112 Chair Dahl noted that the City Administrator would like to attend the next Charter Commission 113 meeting to introduce herself. She confirmed the consensus of the Commission to formally invite 114 the City Administrator to the next meeting. 115 116 NEXT MEETING DATE 117 Chair Dahl noted the next meeting date is Thursday, April 8, 2021 and will be held via Zoom. 118 119 ADJOURN 120 121 MOTION by Commissioner Poehling, seconded by Commissioner Damiani, to adjourn the 122 meeting at 6:55 p.m. Motion carried unanimously. 123 124 Drafted by: Amanda Staple, TimeSaver Off Site Secretarial, Inc. 125 Lino Lakes Charter Commission Agenda Item 7C STAFF ORIGINATOR: Julie Bartell, City Clerk MEETING DATE: April 8, 2021 TOPIC: Charter Commission Openings UPDATE The Lino Lakes Charter Commission is comprised of fifteen members. With the addition of three commissioners appointed by Chief Judge Hiljus in 2021, there are thirteen positions filled and two vacant commissioner positions. Staff continues to communicate these openings to Lino Lakes’ residents through the City newsletter, website, at City Hall, and through occasional notices in the Quad Community Press. CHARTER COMMISSION AGENDA ITEM 8A STAFF ORIGINATOR: Julie Bartell City Clerk MEETING DATE: April 8, 2021 TOPIC: Charter Commission Budget Amendment BACKGROUND The Minnesota Legislature approved and the governor signed into law a bill that impacts charter commissions in the state. The law updated statutory language regarding charter commission appointments and spending limits. As a result of the law change, the Lino Lakes Charter Commission requested that its 2021 budget be updated in accordance with the amount authorized by statute. City Administrator Sarah Cotton requested and received approval of the attached action increasing the Charter Commission’s budget appropriation for 2021. ATTACHMENTS Lino Lakes City Council Resolution No. 21-09 CITY COUNCIL AGENDA ITEM 1D STAFF ORIGINATOR: Hannah Lynch , Finance Director MEETING DATE: February 8, 2021 TOPIC: Consider Resolution No. 21-09, Amending the 2021 Charter Commission Budget VOTE REQUIRED: 3/5 BACKGROUND Minnesota Statutes § 410.06 provides that cities shall pay for reasonable and necessary charter commission expenses. The 2021 City of Lino Lakes adopted budget includes line items of $1,500 for charter commission direct expenses and $1,000 for expenses related to minute taking for commissions meetings. Effective August 1, 2020, Minnesota Statutes § 410.06 was amended to increase the limit on annual charter commission expenses required to be reimbursed by the city. Under the new law, the charter commission reimbursable expense limit is a sliding schedule calculated as .07% of the city’s current certified general property tax levy with a minimum of $1,500 and a maximum of $20,000. Prior to this law change the limit was set at $1,500. Under the new law and based on a 2021 General Operating Levy of $9,232,367, the amount of charter commission expenses that would be required to be reimbursed by the city is $6,462.00. The Lino Lakes Charter Commission is requesting council consideration of a budget amendment to allocate $4,962.00 of contingency funds towards charter commission direct expenditures. It should be noted that any funds allocated and not expended would but reflected in the city’s General Fund fund balance at year-end. RECOMMENDATION Staff recommends the approval of Resolution No. 21-09, Amending the 2021 Charter Commission Budget ATTACHMENTS Resolution No. 21-09 CITY OF LINO LAKES RESOLUTION NO. 21-09 RESOLUTION AMENDING THE 2021 CHARTER COMMISSION BUDGET WHEREAS, the City Council has adopted a general operating budget for 2021, and WHEREAS, the City Council may authorize the transfer of unencumbered appropriations to other purposes, and WHEREAS, effective August 1, 2020, Minnesota Statutes § 410.06 was amended to increase the limit on annual charter commission expenses required to be reimbursed by the city, and WHEREAS, the Charter Commission is requesting a budget amendment to allocate contingency funds, and NOW, THEREFORE BE IT RESOLVED by The City Council of The City of Lino Lakes, that the general operating budget for 2021 be amended as follows: Adopted by the Council of the City of Lino Lakes this 8th day of February, 2021. The motion for the adoption of the foregoing resolution was introduced by Council Member _______________and was duly seconded by Council Member ________________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: ________________________ Julianne Bartell, City Clerk EXPENDITURES Adopted Amended Adjustment Account Number Description Budget Budget Amount 101-405-4300-999 Professional Services - Charter Comm 1,500.00 6,462.00 4,962.00 101-499-4905-000 Contingency 75,000.00 70,038.00 -4,962.00 -$