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HomeMy WebLinkAbout05-21-219 Minutes ApprovedMounds View Charter Commission Minutes - APPROVED Tuesday, May 21, 2019 1.Call to Order. – The meeting came to order at 7:02 P.M. 2.Roll Call. –Present: B. Amundsen, B. Clawson, D. Erickson, J. Peterson, J. Klander, M. Reyes-Johnson, B. Staples, J. Thomas, R. Warren Excused: Absent: 3.Approval of Agenda and Minutes. A. Approve Agenda. Chair M. Reyes-Johnson introduced proposed agenda. Motion by, B. Amundsen, second by, J. Thomas, to amend the proposed agenda and separate Commission Business items B, C, D to Unfinished Business and add item A. Review of Time Savers Minutes Trial, and set New Business items with new item A. Review Secretary Duties, then B. (with current E and A) Meeting Dates for remainder of 2019 and add item C. Set Next Meeting Agenda Items. Discussion occurred. Motion by J. Klander, second by, M. Reyes-Johnson, to divide the motion to Unfinished Business and items B, C, D and New Business with items A and E.Discussion occurred. Motion Failed Discussion continued on the main motion of amendment of the agenda. Motion Approved Correction of agenda was to change 3.B. Approve March 19 Minutes. Chair M. Reyes-Johnson called for Commission to adopt the amended agenda Motion Approved B. Approve Minutes. Chair M. Reyes-Johnson introduced the trial Time Saver minutes as the minutes for approval. Motion by, J. Thomas, second by, J. Peterson, to approve the Minutes of the Secretary as official minutes of the Commission. Discussion occurred. City Attorney S. Riggs stated that it was up to the Commission as to which minutes are approved. Motion Approved Motion by, B. Amundsen, second, J. Peterson, to approve the Minutes of Secretary as presented. Motion Approved 4.Citizen Comments from the Floor 5.Reports A. Reports of Chair. Chair M. Reyes-Johnson reported that she met with the City Council on May 6. The Council consensus is to have the appointment for a Council vacancy changed to 18 months. Chair introduced the City Attorney, Mr. Scott Riggs, to discuss the officer duties. City Attorney S. Riggs discussed chair duties as specified by Bylaws since statute doesn't address them. City Attorney S. Riggs also discussed the secretary duties and said Bylaws are specific, but the Council has offered to have Time Savers handle the recording of Commission minutes. R. Warren asked if the Council consensus on vacancy will be drafted by attorney. City Attorney Riggs, said Council doesn't have to ask Commission by ordinance to make the change, but simplest manner is that Commission pass resolution language drafted by City Attorney in support of Council consensus, then the Council unanimously pass ordinance with language. Mounds View Charter Commission Minutes - APPROVED Tuesday, May 21, 2019 B. Reports of Members. B. Amundsen reported he also attended the May 6 meeting and heard Council member G. Meelhouse express his desire to not see a person serve for nine months. B. Amundsen was disappointed that no one brought up that changing to 18 months would not have changed past vacancy election requirements. He also encouraged viewers to attend City meetings because the budgeting process is underway. J. Thomas reported he was eager to follow the Bylaws of the Commission, since statutes require we have them in place and they are our operations. He will support them and any properly amended Bylaws. 6.Unfinished Business. A. Review of Time Savers Trial Minutes. Chair M. Reyes-Johnson gave the floor to City Administrator N. Zikmund to report on the trial minutes. City Administrator N. Zikmund acknowledged that there was a technical issue in March. The City has included the service for the Commission in the budget for 2020. Discussion occurred about continuing the trial. Secretary B. Amundsen was asked if he was prepared to continue to record minutes for all Commission Meetings. B. Amundsen affirmed he was prepared to continue. Motion by, R. Warren, second by, J. Klander, to continue the Time Savers trial of preparing minutes for the next three meetings and have them side-by-side with Secretary minutes, and Secretary minutes will be the official minutes for those meetings. Discussion, B. Amundsen requested Chair M. Reyes-Johnson and City Administrator N. Zikmund to describe the process again. The Time Savers minutes would be prepared within ten days or two weeks of the meeting, then sent to a City staff member, who would email to all members for spelling errors. Commissioner corrections would be sent back to City staff, who would correct spelling or date errors. Substantive corrections would not be included, rather they would be discussed at the next meeting. Then the draft minutes would be submitted to the Secretary for the meeting. The City staff would capture the substantive issues for discussion at the meeting. The Secretary would capture the agreed to substantive changes at the meeting, correct the minutes and return to City as “Corrected” minutes. J. Thomas spoke to the history of why Bylaws state that only what was done and not what was said are included. He believes City Attorney S. Riggs was consulted on that decision. J. Thomas would like to direct Time Savers to capture less opinion and do what the Bylaws require. Motion Approved B. Review purpose, role and guiding principles. Chair M. Reyes-Johnson presented the captured topics from March discussion on subject. Discussion occurred. R. Warren asked to move to next agenda item, no second was made. Motion by, J. Thomas, second by, B. Staples, to adopt the Purpose and Guiding Principles as “Code of Conduct”. Discussion occurred. Motion by, J. Thomas, second by, B. Amundsen, to amend last bullet of Guiding Principles to read “Significant effort will be made to conduct the Commission business in approximately 90 minutes”. Discussion occurred. Motion to amend Approved Main motion, as amended, was called for a vote. Motion Approved Mounds View Charter Commission Minutes - APPROVED Tuesday, May 21, 2019 Motion by, M. Reyes-Johnson, second by, J. Klander, to move to New Business “Meeting dates for remainder of 2019.” Motion Approved Chair M. Reyes-Johnson presented the polling of commission members for their preferred meeting times. Dennis Erickson clarified he could meet at any time. Motion by, B. Staples, second by, R. Warren, to change future Commission meeting times to 6:30 PM Motion Approved Chair Reyes-Johnson reported that our next meeting would be at 6:30 PM on Tuesday July 16, 2019. Motion by, B. Amundsen, second by, J. Peterson, to continue this evening meeting until 9:00 PM, no later than 9:15 PM. Motion Approved D. Process for Chapter 4 Chair M. Reyes-Johnson introduced City Administrator N. Zikmund, to describe the next steps. City Administrator N. Zikmund stated he has been directed by Council to contact the City Attorney to draft language for Chapter 4 based on their consensus. The language would be in Ordnance form for them to approve as a resolution, and it would come to the Commission for review. Motion by, B. Amundsen, second by, R. Warren, to send to City Attorney S. Riggs the Commission's January 29, 2019 Chapter 4 Revised language with the modification of 18 months for vacancy appointment. Discussion occurred. City Attorney S. Riggs said that he is recommended the issue come from the Council as a resolution and not as an ordinance. J. Thomas asked the motion be amended with the understanding that the City Attorney will work to the best of his ability with the Commissions language and present any missing concepts at the Commissions July meeting. Motion maker and seconder accepted the amendment. Motion Approved City Attorney S. Riggs indicated he would have language for Commission consideration in July. C. Recognize participants in revisions of Chapter 4. Chair M. Reyes-Johnson thanked all Commission members who helped with the Chapter 4 language. 7.New Business A. Review Secretary Duties and Processes. Secretary B. Amundsen distributed and read out information about the duties of the Secretary as described in the Bylaws and MN Statutes. He also described the practical ways that those duties month by month have been processed, then asked for feedback regarding if the Commission wished to change any of the duties or processes. Discussion occurred. No changes to the duties or processes were directed by the Commission as a whole. 8:56 PM Justin Klander exited the meeting. Mounds View Charter Commission Minutes - APPROVED Tuesday, May 21, 2019 B. Meeting Dates for remainder of 2019. Chair Reyes-Johnson introduced that meeting time was previously decided at the meeting. Discussion occurred on whether the Draft Resolution on Meeting Dates was required at this meeting as a legal requirement. City Attorney S. Riggs indicated a meeting can be called by the Chair or two members. Motion by, R. Warren, second by, B. Staples, to adjourn. Motion Approved 8.Next Regular Meeting. Tuesday, July 16, 2019 at 6:30 PM 9.Adjournment: meeting adjourned at 9:06 P.M. Mounds View Charter Commission Minutes May 21, 2019 Approved as amended on September 17, 2019