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HomeMy WebLinkAbout05-21-2019 Minutes-DRAFTMounds View Charter Commission Minutes 1 Tuesday, May 21, 2019 2 3 4 1. Call to Order – The meeting came to order at 7:02 p.m. 5 6 2. Roll Call – Present: B. Amundsen, B. Clawson, D. Erickson, J. Klander, J. Peterson, 7 M. Reyes-Johnson, B. Staples, J. Thomas, R Warren 8 Excused: None 9 Absent: None 10 11 NOT PRESENT: None. 12 13 3. Approval of Agenda 14 15 Amundson requested an amendment to the agenda separating Commission Business into 16 Unfinished and New Business – Old Business should be Review of TimeSaver Trial, then 17 Items B, C and D. New Business should be Review Secretaries Duties then Items E and 18 A, followed by an item that would Set Next Agenda Items. 19 20 Klander stated he did not see a reason to separate New Business from Old Business. 21 22 Further discussion ensued regarding the format of the Charter Commission agenda. The 23 Commission supported separating Unfinished Business and New Business under 24 Commission Business per the Charter Commission Bylaws. 25 26 Motion by B. Amundsen, seconded by R. Warren, to amend the agenda. 27 28 Amundsen stated he made the motion because he believed it would be quicker to 29 amend the agenda then to add the items later in the meeting. 30 31 Motion by B. Amundsen, seconded by B. Clawson, to approve dividing the 32 question. 33 34 Thomas indicated he would not be supporting the motion to divide the question. 35 36 Motion Failed 2-7 (Chair Reyes-Johnson and Klander supported). 37 38 The Chair called the question on the motion on the floor. 39 40 Motion Approved 7-2 (Chair Reyes-Johnson and Klander opposed). 41 42 Motion by B. Amundsen, seconded by J. Thomas, to approve agenda as amended. 43 44 Motion Approved 45 Mounds View Charter Commission May 21, 2019 Regular Meeting Page 2 1 Approval of Minutes 2 3 Thomas stated he would not approve the minutes from TimeSaver noting Commission 4 minutes were to state only what action was taken. He explained the minutes from 5 TimeSaver were completed on a trial basis for review purpose. 6 7 Reyes-Johnson reported on Page 2 of the minutes, Lines 14 and 15 the Charter 8 Commission approved a motion to direct staff to hire TimeSaver on a trial basis to assist 9 with Charter Commission minutes. She asked if a Charter parliamentarian could direct 10 her on how to proceed. 11 12 Amundsen reported the Charter Commission does not have a parliamentarian. 13 14 City Attorney Riggs advised the Chair had the right to ask questions and noted the 15 Charter Commission could adopt either set of minutes. He reported there was no set 16 procedure within the bylaws regarding meeting minutes. He explained the Charter 17 Commission approved a trial run for minutes with TimeSaver. He indicated the bylaws 18 had no set format for the minutes but rather were to be approved by the nine members of 19 the group. He reported the group could deviate on the minutes while still recording votes. 20 He stated he did not understand why the group had competing minutes when there didn’t 21 need to be. He commented the only thing the secretary does within the Charter 22 Commission was to present the minutes back to the Chair so the entire Commission can 23 review and approve the minutes, which was no different than the EDA or City Council. 24 He indicated he understood past practices, but reminded the group of the action that was 25 taken at the March 21st meeting to hire TimeSaver on a trial basis. 26 27 Peterson reported at the last meeting the work being done by TimeSaver was on a trial 28 basis and the current process was not being replaced. City Attorney Riggs reported this 29 would be determined by the Charter. He commented he did not see much difference 30 between the two sets of minutes. 31 32 Clawson indicated he was not in attendance at the last meeting. He requested further 33 information on what was going on and suggested each member take a step back to 34 evaluate the situation. He reported he reviewed both sets of minutes and did not see any 35 substantial differences. He explained he could support either set of minutes. He 36 encouraged the Commission to move forward with approving a set of minutes and to get 37 on with the agenda. He stated it was the prerogative of the Chair to run the meeting how 38 she sees fit. 39 40 Motion by J. Thomas, seconded by J. Peterson, to recommend the Charter 41 Commission consider approval of the minutes submitted by the secretary. 42 43 Peterson stated he would support approving the minutes from the secretary versus 44 TimeSaver given the fact the TimeSaver minutes were incomplete. 45 Mounds View Charter Commission May 21, 2019 Regular Meeting Page 3 1 Klander explained the Planning Commission has never had an issue with their 2 TimeSaver minutes and noted the missing information from the Charter minutes 3 was due to a tape issue. 4 5 Reyes-Johnson reported she did not receive minutes from the secretary until last 6 Thursday. She indicated she requested the missing information from the secretary 7 in order to fill in the TimeSaver minutes and this information was refused. 8 9 Amundsen stated he took exception to this comment and believed it was 10 inappropriate. 11 12 Motion 8-1 (Chair Reyes-Johnson opposed) 13 14 Motion by B. Amundsen, seconded by J. Peterson, to approve the minutes of 15 March 19, 2019 as submitted by the secretary. 16 17 Motion Approved 18 19 4. Citizens Comments from the Floor 20 21 None. 22 23 5. Reports of Chair 24 25 Reyes-Johnson provided the Commission with an update from the City Council noting 26 the Council was in favor of an 18-month clause. She reported Chapter 4 would be 27 updated to reflect this information. She requested comment from the City Attorney 28 regarding officer duties. 29 30 City Attorney Riggs reported there were some issues on how the group was moving 31 forward. He explained he reviewed the bylaws with respect to the secretary’s duties 32 relative to the chair’s duties. He advised per the bylaws the meeting is to be run by the 33 chair, the agenda is drafted by the chair and items are to be brought to the chair. He 34 indicated the secretary was to prepare the records, record the minutes and votes at each 35 meeting stating what was done and submit them to the chair prior to the next meeting. He 36 stated City staff was able to act as the conduit to make copies and forward items to the 37 Charter Commission members. He indicated the roles of the chair and secretary were 38 very clear in the bylaws and stated he could take questions from the group in order to 39 address the present conflict. 40 41 Amundsen explained he asked for an item to be placed on the agenda and reported he had 42 additional documentation to handout at that time. 43 44 Mounds View Charter Commission May 21, 2019 Regular Meeting Page 4 Warren asked if the City Council direction would be coming through a resolution or 1 recommendation. City Attorney Riggs commented the idea would be for the City Council 2 to reach a unanimous vote. City Administrator Zikmund explained this item would be 3 further addressed under New Business – Process for Chapter 4. 4 5 Clawson questioned why the Council had settled on 18 months. 6 7 Reyes-Johnson stated the Council had initially wanted to follow State Statute which was 8 24 months. However, given the fact the Mayor’s term was only for 2 years the Council 9 recommended the 18-month window be pursued for a special election for the Mayor, 10 should the position become vacant. 11 12 Reports of Members 13 14 Amundsen reported he attended the recent Council worksession meeting and explained 15 Councilmember Meehlhause wanted to see action on the Chapter 4 issue. He stated he 16 was happy to see an adjustment would be made. He commented further on the budget 17 discussion that was held by the Council at the worksession meeting. 18 19 Thomas indicated he was a bit over zealous about abiding to the bylaws. He stated he 20 believed it would be beneficial for the group to follow the bylaws in place but noted he 21 could support an amendment. 22 23 6. Commission Business 24 25 Unfinished Business 26 27 Review TimeSaver Trial. 28 29 City Administrator Zikmund reported complete minutes were not submitted because there 30 was a tape issue with the brand new equipment. He stated the City had not had a similar 31 event in the past. He explained the Charter Commission offered unanimous support to 32 direct staff to have TimeSaver complete minutes. He indicated the thought was that this 33 would free up all members to engage in discussion. He commented the City had put 34 funds aside in the 2020 budget for completion of the meeting minutes by TimeSaver. 35 36 Peterson stated the Commission had approved supporting a trial for TimeSaver. City 37 Administrator Zikmund reiterated that the Commission offered unanimous support 38 directing staff to work with TimeSaver to have the minutes completed. 39 40 Warren questioned if TimeSaver was taking minutes for this meeting. 41 42 Reyes-Johnson reported the video for this meeting could be sent to TimeSaver for 43 transcription. 44 45 Mounds View Charter Commission May 21, 2019 Regular Meeting Page 5 Warren stated based on the first set it was not so good, because the equipment did not 1 work. City Administrator Zikmund reported TimeSaver successfully completes minutes 2 for the City Council and Planning Commission. 3 4 Warren inquired if the Commission had to take action in order to have TimeSaver 5 complete minutes for this meeting. City Administrator Zikmund stated the tape and 6 meeting packet could be sent to TimeSaver for transcription. 7 8 Reyes-Johnson explained her thought would have been to have TimeSaver complete one 9 more set of minutes, given the fact there were technology problems at the March meeting. 10 She stated the group could then hold a discussion at its next meeting to reassess the 11 situation. 12 13 Warren asked if Amundsen was comfortable taking minutes for the Charter Commission 14 going forward. 15 16 Motion by R. Warren, seconded by J. Klander, to direct staff to have TimeSaver 17 complete minutes for the next three Charter Commission meetings and that 18 Amundsen’s meeting minutes be accepted as the official document of record. 19 20 Amundsen questioned what the process would be in reviewing the TimeSaver 21 minutes. He stated he would like to see the minutes capture what occurred at the 22 meeting along with the recording the votes. 23 24 Reyes-Johnson discussed the process that was followed by TimeSaver to submit 25 minutes to City staff. She reported TimeSaver minutes would be submitted to 26 City Administrator Zikmund and Barb would forward these minutes to all Charter 27 Commission members for review. She indicated any technical errors should be 28 brought to Barb’s attention and any substantive issues would be addressed by the 29 Commission at the next meeting. Amundsen stated all technical changes would 30 be made to the minutes within a week or two. He commented on the high value of 31 TimeSaver having the minutes done in a timely manner while the meeting was 32 still fresh in the Commissioner’s minds. 33 34 Clawson asked if all other City commissions use TimeSaver. City Administrator 35 Zikmund reported this was the case and noted the same process for approving the 36 minutes was being proposed for the Charter Commission. 37 38 Clawson inquired if the secretary was required to keep minutes for the 39 Commission until the bylaws were amended. City Attorney Riggs reported the 40 bylaws require someone to take minutes and act as the secretary. He advised the 41 Commission could assign this task, at any time. He indicated he did not have any 42 other Commission he worked with that had a sitting member taking minutes. He 43 reported an outside agency allows for all members to be more fully involved in 44 meetings. He stated minutes were typically submitted in a draft form with 45 Mounds View Charter Commission May 21, 2019 Regular Meeting Page 6 corrections being made by the group prior to receiving approval at the next 1 meeting. He explained that was the efficiency of working with an outside agency, 2 such as TimeSaver. 3 4 Amundsen indicated he was in favor of the trial with TimeSaver but stated he was 5 unclear about the processes that would be followed. He asked who would be 6 responsible for making the technical changes to the meeting minutes. City 7 Administrator Zikmund reported this task would be completed by staff. He 8 indicated a substantive change would be made by the Commission at a meeting 9 and staff would amend the minutes to reflect the requested substantive change. 10 11 Amundsen stated he would be in favor of a three-meeting trial with TimeSaver to 12 see what the substantive differences were between the meeting minutes. 13 14 Thomas explained he could support the motion on the floor. He indicated this 15 group had copious minutes years ago when verbatim minutes were being provided 16 for each meeting. He discussed the amount of time it took the Commission to 17 review and approve these minutes. He stated after some time the Commission 18 agreed to reduce the level of detail that was included within the meeting minutes 19 and this was written into the bylaws. He reported TimeSaver was given no clear 20 direction on the March minutes and was doing more capturing of the events than 21 was preferred based on the history of the group. He stated going forward he 22 would like to see the minutes have less detail and less personal opinions. 23 24 Motion Approved 25 26 Review purpose, role and guiding principles. 27 28 Reyes-Johnson reviewed the purpose, role and guiding principles for the Commission 29 based on the discussion held at the March meeting. She requested feedback from the 30 group on how to proceed. 31 32 Thomas commented on the mission statement or purpose of the Charter that was 33 approved by this group in 2002. He asked if the Commission wanted to review the 34 mission statement, the purpose statement, or both. 35 36 Reyes-Johnson reported the Commission did not have a mission statement in the bylaws. 37 38 Amundsen stated he was confused and noted the mission statement does not capture the 39 duties intended by the statutes or responsibilities for this group. 40 41 Reyes-Johnson explained this was not intended to be a mission statement for the group 42 but rather was to clarify the purpose and role for the Charter Commission. 43 44 Mounds View Charter Commission May 21, 2019 Regular Meeting Page 7 Warren thanked the Chair for creating a wonderful document and did not believe it was 1 necessary for the group to codify items that were common sense. For this reason, he 2 recommended the Commission let the statement stand as it was and that the group move 3 on to the next order of business. 4 5 Peterson questioned if the purpose or mission statement had to become part of the 6 bylaws. 7 8 Thomas stated the statements were separate issues and were published in different areas. 9 He clarified the mission statement should remain separate and noted the purpose 10 statement could be made a part of the bylaws. He explained if an amendment to the 11 bylaws was being proposed a motion would be required. However, if the group was 12 supporting the valid purpose statement, consensus of the group would be adequate and no 13 vote was necessary. 14 15 Peterson indicated he supported the purpose statement and guiding principles for the 16 Charter Commission. 17 18 Klander supported the proposed purpose and guiding principles. 19 20 Thomas asked if it would benefit the Commission to vote on the guiding principles as a 21 code of conduct for the group. City Attorney Riggs stated the Commission could take 22 this action. 23 24 Motion by J. Thomas, seconded by J. Klander, to recommend the Commission 25 adopt the purpose, role and guiding principles as written. 26 27 Peterson recommended that the document be amended to state every effort will be 28 made to complete Charter Commission meetings in 90 minutes. 29 30 Amundsen suggested a friendly amendment that the last bullet be reworded to 31 read meetings will generally be conducted in 90 minutes. 32 33 Klander stated he supported the language as is noting this was a code of conduct 34 that the Commission would be supporting. City Attorney Riggs commented the 35 City Council had a drop-dead time of 10:00 p.m. and if a meeting were to reach 36 this time a motion could be made to extend the meeting. He suggested the 37 Commission proceed in this manner. 38 39 Thomas recommended the language read a significant effort will be made to hold 40 the meeting in 90 minutes. He supported the recommendation of the City 41 Attorney that a motion be made if meetings need to be extended for more than 90 42 minutes. 43 44 Mounds View Charter Commission May 21, 2019 Regular Meeting Page 8 Amendment motion by J. Thomas, seconded by B. Amundsen, to recommend 1 language of the guiding principles be slightly amended to read a significant effort 2 will be made to hold the meeting in 90 minutes. 3 4 Amendment Approved 8-1 (Clawson opposed) 5 6 Amended Motion Approved 8-1 (Clawson opposed) 7 8 Reyes-Johnson explained she was concerned about time and suggested the group discuss 9 Establishing a Meeting Time next. 10 11 Motion by M. Reyes-Johnson, seconded by J. Klander, to discuss Establish 12 Meeting Time next. 13 Motion Approved 14 15 New Business 16 17 Establish meeting time. 18 19 Reyes-Johnson reported the group does not have any agreement regarding meeting time. 20 She noted some members wanted to move the meeting time earlier, which others did not 21 support. She asked when Commissioner Erickson was available to meet. 22 23 Erickson reported he would be available to meet any time. 24 25 Klander thanked Chair Reyes-Johnson for gathering comments from the group and 26 providing the Commission with a summary on this topic. He noted he would prefer to 27 meet earlier. 28 29 Staples stated he too would prefer to meet earlier than 7:00 p.m. 30 31 Reyes-Johnson asked if 7:00 p.m. would work as an established meeting time for the 32 group or if this had to change. 33 34 Thomas explained he preferred to continue meeting at 7:00 p.m. He commented he could 35 make a 6:30 p.m. start time work. 36 37 Clawson indicated he could support a 6:30 p.m. start time. 38 39 Peterson reported 6:30 p.m. would not be ideal for him but stated he could make this 40 work. 41 42 Reyes-Johnson asked if there was enough support to adjust the meeting start time. 43 44 Mounds View Charter Commission May 21, 2019 Regular Meeting Page 9 Motion by B. Staples, seconded by J. Thomas, to adjust the meeting start time to 1 6:30 p.m. 2 Motion Approved 3 4 Motion by B. Amundsen, seconded by J. Peterson, to extend the meeting to 9:00 5 p.m. or no later than 9:15 p.m. in order to allow the Commission to address the 6 remaining items on the agenda. 7 8 Clawson recommended the remaining items under Unfinished Business be tabled 9 to the July meeting. 10 11 Thomas stated he believed it would be in the Charter Commission’s best interest 12 to take action on these items at this meeting. 13 14 Clawson stated he would withdraw recommendation. 15 16 Motion Approved 5-4 (Klander, Reyes-Johnson, Staples and Warren opposed) 17 18 Unfinished Business 19 20 Process for Chapter 4. 21 22 Reyes-Johnson reported this item was addressed under her report. She asked if the 23 Commission needed further information regarding this item. 24 25 Warren stated he would like a concise comment from staff regarding this item. City 26 Administrator Zikmund reported the City Council has directed staff to work with the City 27 Attorney to draft language for Chapter for, for 18 months. The Council would be 28 adopting an Ordinance that would come before the Charter Commission recognizing the 29 work completed by the Commission in the past 22 months. 30 31 Further discussion ensued regarding the process that would be followed to approve 32 revisions of Chapter 4. 33 34 Reyes-Johnson asked if the current Chapter 4 would be provided to City Attorney Riggs. 35 City Administrator Riggs reported the direction from City Council was to have City 36 Attorney Riggs rewrite Chapter 4 with the goal of simplifying and incorporating the 18-37 month election language. 38 39 Amundsen questioned if an Ordinance was proposed by the City and sent to the Charter 40 Commission, the Commission has 60 days to review this to send back information to the 41 Council. He expressed concern with timeline. He suggested the Commission draft 42 language in conjunction with the City Attorney and that this language be forwarded to the 43 City Council for feedback versus the other way around. 44 45 Mounds View Charter Commission May 21, 2019 Regular Meeting Page 10 Motion by B. Amundsen, seconded by R. Warren, to recommend the Chapter 4 1 language discussed at the January 29, 2019 Charter Commission meeting be 2 forwarded to the City Attorney, be reviewed and returned to this body with the 18-3 month language. 4 5 City Administrator Zikmund reported the Commission could take this action, but 6 noted the City Council may not feel bound by this action. 7 8 City Attorney Riggs explained he disagreed with Amundsen’s statement noting he 9 was not recommending this change come from the City Council as an Ordinance, 10 rather it was a request from the City Council that the Charter Commission would 11 review a language amendment. 12 13 Warren commented the City Attorney would be drafting language based on the 14 18-month recommendation from the City Council and noted the Charter 15 Commission had been leaning towards 14 months. He asked why staff would be 16 drafting an Ordinance with 18 months when the Charter Commission supported 17 14 months. He reiterated that the Charter Commission had not approved anything. 18 19 City Attorney Riggs reviewed the process that must be followed and noted a 20 unanimous approval from the City Council was necessary and the Council 21 currently supported 18 months. 22 23 City Administrator Zikmund discussed the recent State law change and explained 24 it made no sense to him for the Charter Commission to debate this topic if there 25 was not Council consensus. For this reason, he placed the item on a recent 26 Council worksession agenda and the Council requested 18 months. 27 28 Warren reported the Council can request 18 months, but noted the Charter 29 Commission, in its wisdom could make a recommendation of 14 months. If this 30 were to happen, this issue would be at an impasse. 31 32 Motion by J. Thomas, seconded by B. Amundsen, to amend the motion on the 33 floor to understand the City Attorney will draft Chapter 4 to reflect the 18-month 34 language as well as the other items discussed by the Charter Commission. 35 36 Reyes-Johnson stated she did not believe it was necessary for the Charter 37 Commission to take this action. 38 39 Thomas withdrew his amendment. 40 41 Motion Approved 8-1 (Reyes-Johnson opposed) 42 43 Mounds View Charter Commission May 21, 2019 Regular Meeting Page 11 Warren questioned if the City Attorney would have a document for the Commission to 1 review by July 16th. City Attorney Riggs stated he would have the document prepared 2 prior to July 16th. 3 4 Recognize participants in revisions of Chapter 4. 5 6 Reyes-Johnson thanked all of the members on that assisted in revising Chapter 4. She 7 stated she appreciated the efforts of former Commission Member Oberg, along with the 8 input she received from the current Charter Commission members. 9 10 New Business 11 12 Review Secretaries Duties and Processes. 13 14 Amundsen stated he asked for this item to be clarified because of a concern he had related 15 to processes. He provided the Commission with a handout and explained he had been a 16 member of the Charter Commission for a number of years. He indicated he broke out the 17 duties of the secretary from the bylaws and discussed these in further detail with the 18 Commission. He stated as a practical implementation of these duties he took notes at 19 each meeting, recorded motions and votes, and prepared minutes from his notes. He 20 explained he also prepares other documents per the Commission’s request, unless the task 21 was assigned to staff. He reported he then contacts the chair to see if any modifications 22 are needed. He described the process he followed when forwarding his meeting minutes 23 to staff and stated there was nothing that would preclude him from working with staff in 24 terms of documents. He explained back in 2005, the Commission determined the 25 secretary would maintain all documents for the group. He indicated after each meeting he 26 makes corrections to the minutes or any other documents and forwards these documents 27 to City staff for posting. He commented these were the practical processes he has 28 followed for years. He reported that if these processes were to change since the 29 Commission would now be using TimeSaver, he would need to modify his processes. He 30 stated he was willing to prepare the minutes, but noted he was also willing to let someone 31 else do this work. 32 33 Warren asked if having this service conflicted with Charter Commission bylaws. 34 35 Amundsen stated he would still view the video when completing his minutes. He 36 indicated the only difference would be the information from TimeSaver may be provided 37 quicker than his minutes and the changes to TimeSaver minutes would run through staff. 38 He explained he was seeking clarification on the process that would be followed going 39 forward. 40 41 Warren questioned if direction had been provided through the action taken earlier in this 42 meeting. 43 44 Mounds View Charter Commission May 21, 2019 Regular Meeting Page 12 Amundsen stated he was seeking clarification given the fact he was not provided access 1 to the TimeSaver minutes when a request was made of City staff. 2 3 Warren questioned what Amundsen was trying to accomplish. 4 5 Amundsen explained he was trying to seek input on the process and duties that will be 6 followed for the secretary. 7 8 City Attorney Riggs commented on the duties of the chair versus the duties of the 9 secretary. He indicated all adopted records were to be managed by the secretary but all 10 other documents first go to the chair. He noted the chair was responsible for setting an 11 agenda and documents would therefore be forwarded to the chair and would not go 12 through the secretary. 13 14 Amundsen thanked the City Attorney for sharing his opinion. He explained the secretary 15 has always prepared the documents, since the inception after the Charter. He reported the 16 rights of the chair within the bylaws says the chair will call the meeting, prepares the 17 agenda, presides at the meetings, oversees the implementation of the decisions of the 18 Commission, forwards any action for archive and acts as the primary liaison with City 19 staff. He stated this does not preclude the secretary from also acting as a primary liaison, 20 nor does it exclude the secretary from forwarding minutes. He indicated this has been the 21 practice of the Commission since 2002. 22 23 City Attorney Riggs advised he did not read in these documents that it was the secretary’s 24 duties to prepare resolutions and language modifications. 25 26 Amundsen stated he appreciated this opinion; however, this was a Commission 27 discussion. 28 29 Warren asked if he wanted to bring a Resolution forward would he pass this along to the 30 secretary. 31 32 Amundsen explained this could be done. 33 34 City Attorney Riggs reported this information should be forwarded to the Charter 35 Commission Chair. 36 37 Warren expressed frustration with the fact Amundsen was bringing a problem before the 38 Commission that was not a problem. 39 40 Amundsen indicated a problem was generated when he was not given access to the 41 TimeSaver minutes until he received the document from the chair. He was simply told 42 the process had been changed. 43 44 Warren encouraged the chair, secretary and staff to work through this issue. 45 Mounds View Charter Commission May 21, 2019 Regular Meeting Page 13 1 Amundsen stated this issue had not been worked out and that was why he was requesting 2 support from the Commission on the process that should be followed. 3 4 City Attorney Riggs explained he had spoken to Amundsen numerous times over the past 5 15 to 17 years. He was of the opinion Amundsen was searching for a problem that did 6 not exist. He indicated this issue could be worked out easily by dividing out the roles. He 7 reported the secretary had record keeping tasks and was responsible for sending reports 8 onto the chief judge per the chair’s direction. He reported the goals of the Charter 9 Commission were approved by the entire Commission, same as the minutes. 10 11 Thomas noted he was the oldest and longest serving member on the Commission. He 12 explained he agreed with the City Attorney on this matter in that there was not a problem, 13 but rather there was a miscommunication with the TimeSaver minutes. He indicated 14 further clarification should have been made regarding what was meant by a “trial”. He 15 believed the group head enough clarification at this time and encouraged everyone to 16 move forward. 17 18 Reyes-Johnson asked, according to the bylaws, who was to prepare the agenda. City 19 Attorney Riggs reported the bylaws strictly state the chair was to prepare the agenda. 20 21 Reyes-Johnson expressed concern with the fact Amundsen did not send out her agenda 22 for the March meeting, but rather sent out his own agenda. 23 24 Amundsen stated he sent out the agenda in a form that was typically followed by the 25 Commission, with all of the chair’s items included. He concluded that all of his actions 26 and duties will remain the same until the Commission works out what to do with 27 TimeSaver. He interprets “prepare the records of the Commission” to mean any 28 documents the Commission has been working with, which has been the case since 2002. 29 30 City Attorney Riggs commented if the chair were to submit an agenda this does not have 31 to go through the secretary. 32 33 Amundsen thanked the City Attorney for his opinion on this matter. 34 35 Meeting Dates for Remainder of 2019. 36 37 Warren recommended no future meeting dates be set at this time. 38 39 Peterson stated he had the understanding all meeting dates had to be set for the remainder 40 of the year per the bylaws. City Attorney Riggs reported the Charter Commission did not 41 have to have a set meeting schedule in place. He noted the chair and two other members 42 could call a special meeting, which could be posted. He indicated the Commission did 43 not have to adopt a Resolution this evening with regard to setting meeting dates for the 44 remainder of 2019. 45 Mounds View Charter Commission May 21, 2019 Regular Meeting Page 14 1 Thomas explained the Commission has set a meeting date for July. 2 3 Set Next Meeting Agenda Items. 4 5 This item was not addressed. 6 7 7. Next Regular Meeting: Tuesday, July 16, 2019 at 6:30 p.m. 8 9 8. Adjournment: Meeting adjourned at 9:06 p.m. 10 11 Transcribed by: 12 13 Heidi Guenther 14 TimeSaver Off Site Secretarial, Inc. 15