Loading...
HomeMy WebLinkAbout10/27/2026LAUDERDALE CITY COUNCIL MEETING AGENDA 7:00 P.M. TUESDAY, OCTOBER 27, 2026 LAUDERDALE CITY HALL, 1891 WALNUT STREET The City Council is meeting as a legislative body to conduct the business of the City according to Robert's Rules of Order and the Standing Rules of Order and Business of the City Council. Unless so ordered by the Mayor, citizen participation is limited to the times indicated and always within the prescribed rules of conduct for public input at meetings. Pursuant to Minnesota Statutes 13D. 02, one or more council members may be participating remotely. 1. CALL TO ORDER 2. ROLL CALL 3. APPROVALS a. Agenda b. Minutes of October 13, 2026, City Council Meeting c. Claims Totaling $25,289.46 4. CONSENT a. Resolution No. 102726A — Denying a 1.6% Lot Coverage Variance at 1961 Malvern Street 5. SPECIAL ORDER OF BUSINESS/RECOGNITIONS/PROCLAMATIONS 6. INFORMATIONAL PRESENTATIONS / REPORTS a. Halloween at City Hall, October 31 from 4:00 — 6:00 p.m. b. Election Day on November 3 at Lauderdale City Hall, 7:00 a.m. — 8:00 p.m. 7. PUBLIC HEARINGS Public hearings are conducted so that the public affected by a proposal may have input into the decision. During hearings all affected residents will be given an opportunity to speak pursuant to the Robert's Rules of Order and the standing rules of order and business of the City Council. 8. DISCUSSION / ACTION ITEM a. City Council Bylaws Discussion with City Attorney 9. ITEMS REMOVED FROM THE CONSENT AGENDA 10. ADDITIONAL ITEMS 11. SET AGENDAS FOR UPCOMING MEETINGS a. October Financials b. Canvas Results of November 3 Election c. Joint Meeting with Environment and Sustainability Commission (January 26) 12. WORK SESSION a. Staff Project Updates b. Opportunity for the Public to Address the City Council Any member of the public may speak at this time on any item not on the agenda. In consideration for the public attending the meeting, this portion of the meeting will be limited to fifteen (15) minutes. Individuals are requested to limit their comments to three (3) minutes or less. If the majority of the Council determines that additional time on a specific issue is warranted, then discussion on that issue shall be continued at the end of the agenda. Before addressing the City Council, members of the public are asked to step up to the microphone, give their name, address, and state the subject to be discussed. All remarks shall be addressed to the Council as a whole and not to any member thereof. No person other than members of the Council and the person having the floor shall be permitted to enter any discussion without permission of the presiding officer. Your participation, as prescribed by Robert's Rules of Order and the standing rules of order and business of the City Council, is welcomed and your cooperation is greatly appreciated. 13. ADJOURNMENT You are invited to a Zoom webinar! When: Oct 27, 2026 07:00 PM Central Time (US and Canada) Topic: October 27, 2026 Lauderdale City Council Webinar Join from PC, Mac, iPad, or Android: https://us02web.zoom.us/j/86352685268?pwd=avfz2GLpDrKpsuLyVbbzbnFryRdhyu.1 Webinar ID: 863 5268 5268 Passcode: 978502 Join via audio: +1 646 558 8656 US (New York) +1 646 931 3860 US +1 301 715 8592 US (Washington DC) +1 305 224 1968 US +1 309 205 3325 US +1 312 626 6799 US (Chicago) +1 669 900 9128 US (San Jose) +1 689 278 1000 US +1 719 359 4580 US +1 253 205 0468 US +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) +1 360 209 5623 US +1 386 347 5053 US +1 507 473 4847 US +1 564 217 2000 US +1 669 444 9171 US International numbers available: https://us02web.zoom.us/u/kdzCo3gLpP LAUDERDALE CITY COUNCIL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 1 of 4 October 13, 2026 Call to Order Mayor Gaasch called the Regular City Council meeting to order at 7:00 p.m. Roll Call Councilors present: Jeff Dains, Sharon Kelly, Duane Pulford (virtually), and Mayor Mary Gaasch. Councilor absent: Evan Sayre. Staff present: Heather Butkowski, City Administrator; Jim Bownik, Assistant to the City Administrator; and Miles Cline, Deputy City Clerk. Approvals Mayor Gaasch asked if there were any additions to the meeting agenda. There being none, Councilor Dains moved and seconded by Councilor Kelly to approve the agenda. Motion carried unanimously. Mayor Gaasch asked if there were corrections to the minutes of the September 22, 2026, City Council meeting. There being none, Councilor Dains moved and seconded by Councilor Pulford to approve the September 22, 2026, City Council meeting minutes. Motion carried unanimously. Mayor Gaasch asked if there were any questions on the claims. Councilor Kelly moved and seconded by Councilor Dains to approve the claims totaling $176,693.31. Motion carried unanimously. Consent Councilor Pulford moved and seconded by Councilor Dains to approve the Consent Agenda thereby acknowledging the September financial report, the quarterly investment report and approving an agreement with 8th Day Landscaping for snow removal and an encroachment agreement with the owners of 1897 Carl Street. Informational Presentations/Reports A. Halloween at City Hall, October 31 from 4:00 — 6:00 p.m. Assistant to the City Administrator Bownik shared a Halloween event planning update. On Halloween, candy and beverages will be available from 4-6 p.m. at City Hall. There will also be volunteers preparing and serving hot dogs. Volunteers are encouraged to help set up City Hall on October 30. Public Hearings A. Application for a Lot Coverage Variance at 1961 Malvern Street The owners of 1961 Malvern Street proposed to construct a 10' x 16' shed in their backyard. Lot coverage is limited to 30% in the R-1 Residential District. Lot coverage at this property is LAUDERDALE CITY COUNCIL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 2 of 4 October 13, 2026 currently 31.2% due to a variance granted in 2025. The owner is requesting an additional 1.6% variance for lot coverage, for a total lot coverage of 32.8%. Mayor Gaasch opened the floor at 7:18 p.m. to those interested in addressing the Council on this topic. Debbie Gustafson, 1961 Malvern Street, stated that she was hoping the Council would consider their request for the shed for both privacy and extra storage purposes. She continued to say that it would be consistent with other houses in the neighborhood. Seth Dahlquist, 1966 Walnut Street, shared that he supports the variance request, but is concerned about the setback from the alley for snow removal purposes. There being nobody else interested in speaking, Mayor Gaasch closed the floor at 7:23 p.m. The Council discussed the city attorney's recommendation to deny the variance as the application does not meet the variance standards test as provided in state statute. As the owner designed and constructed the home last year, they cannot meet the standard of unique circumstances not created by the landowner. Councilor Dains made a motion to deny the variance request based on advice from the city attorney. This was seconded by Councilor Kelly and carried unanimously. Discussion/Action Item A. Copier Lease Quotes The City has leased its current copier for eight years and it needs to be replaced. The City received proposals for another 60-month lease from two vendors. The pricing information is not public and will not become public until the Council approves a contract with one of the vendors. The Council discussed that Vendor #2 offered better pricing. Councilor Pulford made a motion directing staff to negotiate a contract with Vendor #2 for a copier, and for the Mayor and City Administrator to execute any documents related thereto. This was seconded by Councilor Dains and carried unanimously. B. Amendment to CAD and Mobile Data Agreement Among Ramsey County and Members Ramsey County Emergency Communications Staff provided the following: The City Council approved a Joint Powers Agreement with Ramsey County for Dispatch Services (JPA) as part of an initiative to consolidate multiple 9-1-1 centers into a unified Ramsey County Emergency Communications Center (ECC). In 2013, The City Council and all other members of the Joint Powers Agreement with Ramsey County for Dispatch Services signed a LAUDERDALE CITY COUNCIL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 3 of 4 October 13, 2026 CAD and Mobile Data Agreement as part of a project to upgrade the Computer Aided Dispatching System that is used by the ECC and first responders. Earlier this year the County began an initiative to update and modernize this 20-year-old agreement. Although it is not set to expire for another 20 years, it contains outdated language, does not reflect current practices, and is not flexible enough to adapt to future changes. County staff have been actively engaging and surveying stakeholders to gather feedback and ideas for a modernized JPA that will be drafted and circulated for review by member cities in the coming months. In the process of reviewing documents and agreements that relate to this work, it was discovered that the CAD and Mobile Data Agreement from 2013 are set to expire on December 31, 2026. Because this agreement needs updating and modernizing like the ECC JPA, the County is asking all members to approve a simple amendment to extend the expiration date to avoid interruption of critical services and allow time for a thorough and collaborative process to do that work. This amendment contains no new terms or conditions. Councilor Kelly made a motion to approve the Amendment to CAD and Mobile Data Agreement Among Ramsey County and Members and directing the Mayor and City Administrator to execute all agreements related thereto. This was seconded by Councilor Pulford and carried unanimously. Set Agenda for Next Meeting Butkowski stated that the next meeting may include the October financials and a City Council bylaws discussion with the City Attorney. Work Session A. Community Park Archery Range Butkowski mentioned that the archery range at Community Park was created about 50 years ago. Until recently, it received light usage during the year with a few more archers coming out before hunting season. Staff saw users as cautious and following basic archery protocols for safety. This has started to change. Recently, staff have been forced to intervene due to users participating in the following: • Using crossbows (staff recently installed signage prohibiting). • Setting up targets away from the city -provided bales (putting their shots in line with other park features like picnic tables). • Multiple archers at one time — they also set up targets away from the city -provided bales. • Arguing with staff who asked them to stop behaviors that seemed unsafe. • Staff also found arrows in other locations in the park away from the bales. LAUDERDALE CITY COUNCIL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 4 of 4 October 13, 2026 Staff sought out an expert to help evaluate the archery range. All recommendations pointed to Arron Willis, Recreation Supervisor for Youth and Family for the City of Bloomington. He overseas Bloomington's Archery Range. He provided a wealth of recommendations and even drafted the Preliminary Capital Improvement Proposal provided in the packet. Staff's conversation with Arron centered around creating a safe environment for archers, protecting other park users, and protecting the City from liability. He noted items that the City could improve to increase recreational immunity should any injuries occur. He also laid out options for safety improvements. Ultimately, he recommended the City eliminate the archery range due to its size and placement within a busy park. Councilor Dains made a motion to close the archery range due to safety concerns. This was seconded by Councilor Kelly and carried unanimously. B. Staff Project Updates Butkowski shared that Friday, October 16 marks the beginning of expanded early voting hours for Ramsey County locations. She also said that the 15 boulevard trees had been planted. C. Opportunity for the Public to Address the City Council Mayor Gaasch opened the floor to those interested in addressing the Council. There being nobody interested in speaking, Mayor Gaasch closed the floor. Adjournment Councilor Dains moved and seconded by Councilor Pulford to adjourn the meeting at 7:51 p.m. Motion carried unanimously. Respectfully submitted, Miles Cline Deputy City Clerk CITY OF LAUDERDALE LAUDERDALE CITY HALL 1891 WALNUT STREET LAUDERDALE, MN 55113 651-792-7650 Request for Council Action To: Mayor and City Council From: City Administrator Meeting Date: October 27, 2026 Subject: List of Claims The claims totaling $25,289.46 are provided for City Council review and approval that includes check numbers 30057 to 30071. Accounts Payable Checks by Date - Detail by Check Date User: Printed: miles.cline 10/23/2026 9:05 AM Check No Vendor No Vendor Name Invoice No Description Check Date Reference Check Amount ACH 34 AFSCME MN Council 5 PR Batch 52200.10.2026 Union Dues ACH 389 ACH 415 ACH 423 ACH 43 ACH 44 ACH 45 ACH 46 ACH 93 10/23/2026 PR Batch 52200.10.2026 Unic Total for this ACH Check for Vendor 34: BCBSM Inc 10/23/2026 PR Batch 52200.10.2026 Vision Insurance PR Batch 52200.10.2026 Visi, Total for this ACH Check for Vendor 389: Securian Life Insurance Company 10/23/2026 PR Batch 52200.10.2026 Life Insurance PR Batch 52200.10.2026 Life Total for this ACH Check for Vendor 415: Madison National Life Ins Co Inc 10/23/2026 PR Batch 52200.10.2026 Long Tens Disability PR Batch 52200.10.2026 Lon; Total for this ACH Check for Vendor 423: Public Employees Retirement Association PR Batch 52200.10.2026 PERA Coordinated PR Batch 52200.10.2026 PERA Coordinated 10/23/2026 PR Batch 52200.10.2026 PER PR Batch 52200.10.2026 PER Total for this ACH Check for Vendor 43: Minnesota Department of Revenue PR Batch 52200.10.2026 State Income Tax 10/23/2026 PR Batch 52200.10.2026 Stab Total for this ACH Check for Vendor 44: Mission Square 303990 PR Batch 52200.10.2026 Deferred Comp PR Batch 52200.10.2026 Deferred Comp 10/23/2026 PR Batch 52200.10.2026 Deff PR Batch 52200.10.2026 Defr Total for this ACH Check for Vendor 45: Integral Revenue Service PR Batch 52200.10.2026 FICA Employee Portio PR Batch 52200.10.2026 FICA Employer Portio: PR Batch 52200.10.2026 Federal Income Tax PR Batch 52200.10.2026 Medicare Employee Pc PR Batch 52200.10.2026 Medicare Employer Po 10/23/2026 PR Batch 52200.10.2026 FIC. PR Batch 52200.10.2026 FIC. PR Batch 52200.10.2026 Fed( PR Batch 52200.10.2026 Mee PR Batch 52200.10.2026 Mee Total for this ACH Check for Vendor 46: Minnesota Dept of Employment/Economic 10/23/2026 PR Batch 52200.10.2026 MN Paid Leave Emplo PR Batch 52200.10.2026 MN PR Batch 52200.10.2026 Minnesota Paid Leave PR Batch 52200.10.2026 Min Total for this ACH Check for Vendor 93: 258.08 258.08 12.82 12.82 229.23 229.23 463.75 463.75 1,396.96 1,210.70 2,607.66 865.37 865.37 2,602.26 1,160.95 3,763.21 1,417.95 1,417.95 2,245.46 331.64 331.64 5,744.64 61.47 61.47 122.94 AP Checks by Date - Detail by Check Date (10/23/2026 9:05 AM) Page 1 Check No Vendor No Invoice No Vendor Name Description Check Date Reference Check Amount Total for 10/23/2026: 14,067.70 30057 434 Center for Energy and Environment 10/27/2026 29328 2 Home Energy Squad Planner Visits 100.00 30058 192 284656652 30059 25 EMCOM-013754 EMCOM-013770 30060 25 Total for Check Number 30057: 100.00 Comcast Holdings Corporation 10/27/2026 October Internet 413.00 County of Ramsey September CAD Services September 911 Dispatch Services Total for Check Number 30058: 413.00 10/27/2026 82.17 682.16 Total for Check Number 30059: 764.33 County of Ramsey 10/27/2026 PRRRV-004544 2026 Election Services 2,658.00 Total for Check Ntunber 30060: 2,658.00 30061 441 Insty-Prints of St Paul, Inc. 10/27/2026 181959 4Q2026 Newsletter 874.34 Total for Check Number 30061: 874.34 30062 31 Kennedy & Graven Chartered 10/27/2026 195810 September Legal Services 567.00 Total for Check Number 30062: 567.00 30063 185 Lauderdale Certified Auto Repair Inc 10/27/2026 102026 September Fuel 17.75 102026 September Fuel 17.75 102026 September Fuel 82.85 30064 12 NineNorth 2026-153 September Virtual Meeting Production 2026-153 September Webstreaming & Archiving 2026-153 September Virtual Meeting Charge 30065 388 PeopleService Inc PS-INV 111237 November Wastewater 30066 477 Rehder & Associates 12973 2430 Larpenteur Survey 30067 135 St Paul Pioneer Press 178052 Publish Ord. 26-03 Total for Check Number 30063: 118.35 10/27/2026 395.20 199.68 107.44 Total for Check Number 30064: 702.32 10/27/2026 685.00 Total for Check Number 30065: 685.00 10/27/2026 3,200.00 Total for Check Number 30066: 3,200.00 10/27/2026 16.72 AP Checks by Date - Detail by Check Date (10/23/2026 9:05 AM) Page 2 Check No Vendor No Invoice No Vendor Name Description Check Date Reference Check Amount Total for Check Number 30067: 16.72 30068 90 Verizon Wireless 10/27/2026 6154749882 September Cell Phone 38.82 6154749882 September Cell Phone 77.65 6154749882 September Ce11 Phone 38.83 Total for Check Number 30068: 155.30 30069 425 Vestis 10/27/2026 2501108478 October Uniforms 25.27 2501108478 October Uniforms 25.26 2501113940 October Uniforms 25.26 2501113940 October Uniforms 25.27 30070 224 WS&D Permit Service Inc 102026 Refund Permit #26-160 Total for Check Number 30069: 101.06 10/27/2026 100.00 Total for Check Number 30070: 100.00 30071 74 Xcel Energy 10/27/2026 997719492 2430 Larpenteur Avenue W 10.61 997735686 LarpenteurAvenue 64.48 997871129 September Street Lighting 576.54 997880405 1891 Walnut Street 6.31 998132389 1917 Walnut Street 19.73 998132389 1885 Fulham Street 42.19 998132389 1917 Walnut Street 23.24 998132389 1885 Fulham Street 23.24 Total for Check Number 30071: 766.34 Total for 10/27/2026: 11,221.76 Report Total (24 checks): 25,289.46 AP Checks by Date - Detail by Check Date (10/23/2026 9:05 AM) Page 3 LAUDERDALE COUNCIL ACTION FORM Meeting Date October 27, 2026 Agenda Item 1961 Malvern St Denial Action Requested Consent Di Public Hearing Action ❑ Resolution Discussion ❑ Work Session ❑ DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: At the October 13 City Council Meeting, the Council directed staff to prepare a resolution of denial for 1.6% lot coverage variance. STAFF RECOMMENDATION: By approving the consent agenda, the City Council adopts Resolution No. 102726A — Denying a 1.6% Lot Coverage Variance at 1961 Malvern Street. Member introduced the following resolution and moved its adoption: RESOLUTION NO. 102726A CITY OF LAUDERDALE COUNTY OF RAMSEY STATE OF MINNESOTA DENYING A 1.6% LOT COVERAGE VARIANCE AT 1961 MALVERN STREET WHEREAS, Sean Gustafson and Debra J Gustafson (the "Owners") are the fee owners of the property at 1961 Malvern Street (the "Property"), which is legally described as: PIN: 172923230024 Lots 5 and 6, Block 2, Lauderdale's East Side Addition, Ramsey County, Minnesota; and WHEREAS, the Owners have applied for a 1.6% variance to the lot coverage requirement for a 160 square foot shed in the R-1 District; and WHEREAS, city code Section 10-8-8, regarding lot coverage in the R-1 zone, allows for a maximum lot coverage of 30%; and WHEREAS, lot coverage is currently 31.2% due to a variance granted in 2025; and WHEREAS, the proposed shed would result in a total lot coverage of 32.8%; and WHEREAS, following due notice, a public hearing on the request was held at the October 13, 2026, city council meeting. NOW, THEREFORE, after consideration of all relevant information and evidence presented on the applications, the Lauderdale City Council makes the following findings: 1. The application does not meet the variance standards test as provided in state statute. As the owners designed and constructed the home in 2025, they cannot meet the standard of unique circumstances not created by the landowner. 2. The City Attorney recommended not approving the variance as applied for as it does not meet the statutory requirements. 3. Granting the lot coverage variance request would be considered inconsistent with state law and the proposed future zoning regulations. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Lauderdale, does hereby deny a 1.6% variance to the lot coverage requirements, based upon the above findings. Dated: October 27, 2026. Attest: Heather Butkowski, City Administrator -Clerk Mary Gaasch, Mayor (SEAL) The motion for the adoption of the foregoing resolution was duly seconded by Member upon vote being taken thereon, the following voted in favor thereof: , and Mayor And the following voted against the same: Absent: Whereupon said resolution was declared duly passed. LAUDERDALE COUNCIL ACTION FORM Meeting Date October 27, 2026 Agenda Item Council By -Laws Action Requested Consent ❑ Public Hearing ❑ Discussion ❑X Action ❑ Resolution ❑ Work Session ❑ DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: Recent council discussions centered on the open meeting law and other council regulations and expectations. With the assistance of the city attorney, staff prepared a draft set of by-laws for the city council to review. City Attorney Ron Batty will be available virtually during the meeting to answer questions. STAFF RECOMMENDATION: CITY OF uae By -Laws of the Lauderdale City Council October 27, 2026 Draft 1 PURPOSE The Members of the Lauderdale City Council have determined that it is beneficial to adopt a set of bylaws to establish the policies and practices the council will follow in conducting the business of the City. In adopting these bylaws, the council intends to establish its procedures, outline member expectations, and promote good governance for the City of Lauderdale. II. AUTHORITY City councils are authorized to adopt rules of procedure and provide for order at their meetings pursuant to Minn. Stat. § 412.191, subd. 2. This document does not supersede any laws or ordinances. III. ROLES AND RESPONSIBILITIES OF COUNCIL MEMBERS a. Duties Council members' statutory duties shall be performed by the council as a whole. As individuals, council members have no administrative authority. The Council's statutory duties are to formulate policies, enter into contracts, attend meetings and vote, supervise administrative officers and affairs, and exercise city powers. Staff1 direction shall be directed through the city administrator to ensure consistency with council direction, compliance with city policies, and regard for organizational structure. b. Mayor's Duties The mayor's duties and obligations are the same as those of other council members. However, the mayor presides over meetings, represents the city and its policies, performs ceremonial duties, executes official ministerial documents, and carries out other statutory duties, including declaring local emergencies. c. City Staff The council is a policy -making body. It will rely on its professional staff and consultants to administer the ministerial affairs of the City in alignment with council direction, provide options and recommendations in the formulation of policy, and to implement council directives. d. Meetings Council members are expected to prepare for and participate in council meetings and other board meetings. IV. STANDARDS OF CONDUCT a. Purpose This code of conduct outlines appropriate behaviors and interactions of council members with each other, staff, and residents that council members agree to abide by. It does not supersede any statutory or constitutional rights or obligations of council members. b. Public Interest 1 The term staff means personnel directly employed by the City, contracted personnel, and consultants. 2 The council shall work for the common good of the residents of Lauderdale and not for any private or personal interest. The council will conduct business in a civil, efficient, and cooperative manner. Members will isten intentionally, weigh all viewpoints, and consider matters thoroughly. c. Respect Members will strive to work collaboratively with one another, staff and residents to achieve the best outcome for Lauderdale, recognizing that decisions will not always be unanimous. Members will treat all persons and matters appearing before the council in a fair, respectful and equitable manner. d. Preparation Members are expected to be prepared for council meetings and work sessions. Questions or concerns should be provided to staff ahead of a meeting so that responses can be provided to assist the council in its deliberations. Members will strive to learn and understand city processes, applicable laws, and community issues. The council supports annual attendance at the League of Minnesota Cities Elected Officials Training. e. Council Assignments Board2 assignments are made at the first regular council meeting of the year. Members are expected to regularly attend the board meetings they are assigned to and adhere to the policies established by the specific board, commission or committee as well as those established by the council. f. Ex Parte Communications and Due Process Ex parte communication means private communication with a member of the public directed to the merits or outcome of an official city proceeding. To ensure due process, members will consider testimony and facts only at meetings open to the public to ensure council decisions are made consistent with the public interest and without improper influence. Procedural interactions with no bearing on the outcome of a proceeding are not considered ex parte communications. g• Conflict of Interest A member who has a conflict of interest shall inform the City Administrator of the conflict as soon as possible. A member prevented from voting because of a conflict of interest must refrain from debate and voting and shall leave the dais during debate and voting on the issue. h. Gifts to Members Members may not receive gifts from a person or entity with an interest in a matter the council may consider. i. Communication As a general rule, all council members shall receive the same information at the same time when distributed by staff. The exception is the Mayor's coordination 2 The term board applies to boards, commissions, committees, task forces, etc. 3 with staff to prepare the agenda. j. Coordination with City Staff City staff shall be involved when members meet with representatives from other government and business entities regarding specific city interests to ensure support and provide guidance. k. Confidential Information Council members shall respect and preserve confidential information provided to them concerning matters of the city, such as personnel or legal information. They shall neither disclose confidential information without proper legal authorization nor use such information to advance their personal, financial or private interests. I. Compliance It is the responsibility of the council to apply and manage its by-laws. Enforcement of the standards may range from a member simply noting a concern and requesting its correction to a formal investigation and sanction of a member by the full council. m. Open Meeting Law The Minnesota Open Meeting Law, Minn. Stat. Chapter 13D, generally requires that all meetings of public bodies be open to the public. Members must be careful not to discuss in a quorum or through serial communications City business outside of noticed meetings, including in person, or via phone, email, messaging, or social media. Serial communications includes emailing the same information to each council member one at a time. The Commissioner of the Minnesota Department of Administration has advised that back -and -forth communication among a quorum of a public body in which official business was discussed violated the Open Meeting Law. To prevent this from happening, council members shall send the information to city staff for dissemination. If a council member needs to email the entire city council, they should use blind carbon copy (BCC) to add recipients to avoid accidental use of reply all which may constitute the initiation of a discussion among a quorum of the public body. In keeping with the intent of the Minnesota Open Meeting Law, members shall not use any form of electronic communications technology to communicate with one another or third parties during a public meeting in a manner that is hidden from public view. V. COUNCIL MEETINGS a. Quorum A simple majority (three members) of the council shall constitute a quorum if there is a full council for the valid transaction of any scheduled business to come before the council. The simple majority quorum numbrt may change when there are vacant council seats. b. Meeting Location 4 All meetings, including special, recessed, and continued meetings, shall be held in the Lauderdale City Council Chambers, unless otherwise designated, pursuant to Minn. Stat. § 13D.04, subd. 2. c. Virtual Meetings The council may offer to the public, staff, consultants, or members the option to attend a meeting virtually, pursuant to the requirements of Minn. Stat. § 13D.02 and 13D.021. Absent an unforeseen event, members wishing to participate in a meeting virtually should notify the City Administrator by noon on the Wednesday preceding the meeting so the proper notice can be posted. d. Organizational Meeting The council will conduct its organizational meeting concurrent with the first regular council meeting in January of each year to: i. Appoint an acting mayor pursuant to Minn. Stat. § 412.121. ii. Select an official newspaper pursuant to Minn. Stat. § 412.831. iii. Select official depositories for city funds. This must be done within 30 days of the start of the city's fiscal year pursuant to Minn. Stat. §§ 427.01.02; 118A.02, subd 1; 427.09. iv. Review council's bylaws and make any needed changes. v. Approve committee and liaison duties to members. vi. Set the regular meeting schedule for the year. e. Meeting Schedule Regular meetings of the city council shall typically be held on the second and fourth Tuesdays of the month at 7:00 PM. f. Rules of Order The City Council adopts Robert Rules of Order for Small Board as outlined in Appendix A. g• Public Comment Period (Matters from the Floor) A limited forum for residents of the City of Lauderdale to speak with the council is provided on the agenda for every regularly scheduled city council meeting. Public comments during this period are subject to limitations, as outlined in Appendix B. h. Public Hearings When public hearings are required, notice shall be provided as required by state statute. The order of business for public hearings conducted by council shall be: i. The presiding officer announces the purpose of the public hearing. ii. Staff presents the item, followed by applicant comments, if any. iii. The presiding officer opens the public hearing and comments are received. iv. The presiding officer closes the public hearing and discussion is limited to council. Both speakers and the council must follow the same rules in Public Comment Period, although the presiding officer may allow speakers additional time. Speakers may also provide written material to the council before or at the meeting. Public hearings may be continued to a date certain. 5 i. Public Comment on Agenda Items Public comment is generally limited to the public comment portion of the meeting with the exception of noticed public hearings. The council may receive public comment on agenda items which do not require a public hearing. Comments should be received following the introduction of the item but before discussion begins. Both speakers and the council must follow the same rules in Public Comment Period. j. Presiding Officer The mayor is the presiding officer at all meetings of the council and may participate in all discussion and votes. In the absence of the mayor, the acting mayor shall preside. In the absence of both, the City Administrator shall call the meeting to order and shall preside until the council members present at the meeting choose one of their number to act temporarily as presiding officer. The selection of a temporary presiding officer shall be accomplished by nomination and majority vote of the members present. k. Maintenance of Order. The presiding officer is responsible for the maintenance of order and decorum at all times. No person is allowed to speak who has not first been recognized by the presiding officer. All questions and remarks must be addressed to or through the presiding officer to the appropriate council member, staff, citizen or representative. I. Powers of the Presiding Officer i. To rule motions in or out of order, including any motion obviously offered for obstructive or dilatory purposes; ii. To determine whether a speaker has gone beyond reasonable standards of courtesy in his or her remarks and to entertain and rule on objections from other members on this ground; iii. To entertain and answer questions of parliamentary law or procedure; iv. To call a brief recess at any time; and v. To adjourn in an emergency. A decision under (i), (ii), or (iii) may be appealed to the council upon motion of any member by use of a point of order. This motion is in order only immediately after the challenged decision is announced. The member making the motion need not be recognized by the presiding officer and the motion may not be ruled out of order if it is made timely. m. Placing items on an Agenda The City Administrator shall place items on the agenda for each council meeting. A council member may request adding an agenda item prior to the approval of the meeting's agenda. If the amended agenda is approved, the item will be added to the agenda after the regularly scheduled business. A council member also may at any point during a regular meeting or work session request a matter to be placed on a future agenda. If at least one other council member agrees with the request, the matter will be placed on a future regular or work session meeting for further 6 discussion by the Council. VI. FUNDRAISING AND CAMPAIGNING a. Gifts and Donations City councils cannot accept gifts or donations informally. The full council must accept gifts or donations during a public meeting if the council determines the gift or donation can be used for a public purpose. Gifts and donations must be recognized via resolutions that are voted on and approved by the city council by a two-thirds vote of council members (i.e. four council members). The resolution must state the nature of the gift or donation and how the gift or donation will be used. Once a gift or donation is accepted; it becomes the sole property of the city. b. Soliciting Gifts and Donations Council members may not solicit gifts or donations for the city prior to receiving council approval to make the request. The item must first be placed on the city council agenda for discussion. If the city council positively votes to solicit for gifts or donations, the motion must also indicate who is authorized to solicit the gift or donation. c. Other Affiliations When council members are soliciting gifts or donations for other civic, charitable, or religious groups, they must make it known that they are not acting in their capacity as a member of the Lauderdale City Council. d. Use of Public Resources Council members cannot solicit campaign funds or engage in campaign activities while doing city council business, inside city hall, or using city -owned property (i.e. city email account or city -issued technology). Council members must create personal email addresses, webpages, and social media accounts for their campaigns. e. Social Media, Websites, and Personal Email Accounts City staff manage all city -owned social media accounts and websites and determine appropriate content. Council members may not post information to the accounts. VII. ADMINISTRATION OF RULES These Bylaws may be amended at any regular meeting or at a special meeting that includes amendment of the rules as one of the stated items to be considered. Adoption of an amendment requires a majority affirmative vote of the membership of the Council. VIII. APPENDICIES a. Rules of Order b. Public Comment / Matters from the Floor Policy 7 Appendix A Rules of Order Essential Rules for Discussion and Debate for Small Boards (Modified)3 All references are to Robert's Rules of Order Newly Revised, 11 th edition. The word "implicit" means the rule stated is assumed by Robert's Rules or is a logical derivative of the principles on which Robert's Rules is based. 1. All members have an equal right to speak and make motions. P.3 2. Nonmembers do not have the right to speak or to make motions. P. 648 3. One subject is discussed at a time. pp. xxxiii-xxxiv 4. One person speaks at a time. implicit 5. No interrupting. PP.43-44, 383-384 6. Courtesy and respect are required at all times. P. 43 and implicit 7. The presider may participate in debate and make motions P. 488 8. Informal discussion without a motion is allowed. P. 488 9. A second is needed. P. 488 10. Members may speak directly to each other. P. 488 11. The maker of the motion may speak first. P. 379 12. There is no need to alternate speakers "for" and "against". Implicit 13. There is no limit to the number of speeches. P. 488 14. There is a limit of ten minutes per speech. P. 387 15. Members may "call the question" or move to limit debate. P. 488 16. Members may not speak about the motives of other members. PP. 43, 392 17. Courtesy and respect means: no personal attacks; no insults, epithets or profanity; no disrespectful body language; no innuendo; no booing, hissing or clapping. PP 43, 392, implicit 18. A member may not speak against their own motion. P. 393 19. A member may not explain their vote while voting. P 408 20. A member may not comment adversely on (criticize) a prior action of the group unless (a) the action is being considered for amendment or cancellation, or (b) they plan to introduce a motion to change the action at the end of their speech. P. 393 21. A member may not make statements that tend "to injure the good name of the organization, disturb its well-being, or hamper it in its work". PP. 643-64 3 Macfarlane, A. G., & Estep, A. L. (2013). Mastering Council Meetings. Createspace Independent Pub. Note: The Shorewood City Council elected to remove or modify several rules from the list. Sept. 22, 2025 8 Appendix B Public Comment / Matters from the Floor Policies A limited forum for residents of the City of Lauderdale to speak with the council is provided on the agenda for every regularly scheduled City Council meeting. Public comments during the public comment period are subject to these limitations: 1. Speakers must be recognized by the presiding officer before speaking and are limited to three minutes for comment. 2. Speakers may be required to sign up prior to speaking and provide a name, address, and brief summary of the subject matter they wish to address. The sign-up sheet will be available at the entrance to the city council chambers. 3. Speakers must direct their remarks toward the presiding officer and city council. 4. In providing this limited public forum, the City of Lauderdale expects respectful participation. Speakers are encouraged to be courteous in their language and deportment, and to confine their remarks to those facts that are germane and relevant to the question or matter under discussion. Comments which denigrate or attack a person or group based on their ethnicity, gender, religion, sexual orientation, or nationality or are intended to threaten or intimidate others and/or which would incite an immediate breach of peace are not acceptable. City council meetings are public business meetings, available for viewing on television and the internet by members of the public, including children. Therefore, consistent with FCC rules, obscenity, profane, grossly offensive, or indecent language will not be tolerated by the presiding officer. 5. Speakers are required to follow the direction of the presiding officer. 6. Speakers who do not follow the direction of the presiding officer will be warned that further disruptive conduct will result in removal from the meeting. After warning, if the conduct continues the presiding officer may ask the speaker to leave. 7. Council will generally not respond at the same meeting where an issue is initially raised by a member of the public. Members may ask clarifying questions of the speaker but should generally not engage in debate or dialogue. The matter may be referred to staff for further research and possible report or action at a future council meeting, or the council may ask staff to follow up with the speaker directly. 9