HomeMy WebLinkAbout2012-01-17 Wk Session MINUTES
OF THE WORK SESSION OF THE
EDINA CITY COUNCIL
HELD AT CITY HALL
JANUARY 17, 2012
5:35 P.M.
Mayor Hovland called the meeting to order at 5:35 p.m. in the Community Room of City Hall.
Answering rollcall were Members Brindle, Sprague, Swenson and Mayor Hovland. Member
Bennett entered the meeting at 5:37 p.m. Also attending the meeting were: Floyd Grabiel,
Planning Commission Chair;Jessica Kingston, Human Rights and Relations Commission Chair; Mary
Jo Kingston, Edina Community Health Committee Chair; Diane Plunkett Latham, Energy and
Environment Commission Chair; Robert Mayer, Human Rights and Relations Commission; Bill
McCabe, Art Center Board Chair; and Joel Stegner, Heritage Preservation Board Chair.
Staff attending the meeting: Jennifer Bennerotte, Communications & Marketing Director; Susan
Howl, Administrative Assistant; Karen Kurt, Assistant City Manager; Debra Mangen, City Clerk; and
Scott Neal, City Manager.
Mayor Hovland explained the purpose of the meeting was to discuss issues relative to the various
advisory boards, commission and committees.
Assistant City Manager Kurt noted several areas were being worked on relative to the City's
various advisory boards, commissions and committees. Ms. Kurt stated a document called Basic
By-Laws was originally developed by staff then worked on by a group called the Board and
Commission Panel (B&C Panel) that was comprised of members from several boards and
commissions.
Ms. Kurt led a review of the draft Basic By-laws during which the Council and board and
commission members offered their suggestions and points of view on the draft. The suggestions
will be incorporated into the draft By-Laws.
Other topics of discussion included:
• Attendance Policy — frustration has been expressed by many members of boards and
commissions with the existing policy because of the negative impact cancelled meetings has on
the overall percentage of attendance. Consensus was that beginning with January of 2012
cancelled meetings would be counted as if all members were in attendance.
• Board and Commission communication to Council. While it was noted that sometimes the
draft version of minutes was forwarded to the City Council, the B&C Panel also felt having a
more formal device for communicating with the Council would be helpful. Following review of
a template the Edina Transportation Commission has been using, it was directed to request all
boards and commissions to use the template when communicating recommendations to the
Council.
• Slight modifications were considered and approved to the schedule of annual appointments
and reappointments. Beginning with 2012, the following schedule will be followed:
o December — City Clerk will identify those members reaching term limits and prepare
thank you letters for the Mayor's signatures
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Minutes/Edina City Council Work Session/January 17. 2012
• December — City Clerk will send inquiries to those members eligible for reappointment
with replies due in December
• Late December/early January—Attendance will be reviewed
• January—Council will make reappointments
• January—List of vacancies developed, interview dates set, applications sought
• February—Interviews of applicants take place
• February— Following interviews, appointment of new board and commission members
made by Council
• March 1—New members seated on various advisory boards and commissions.
The Council discussed their desire for advisory boards and commissions to develop annual work
plans. The work plans will be communicated to the Council via an executive session with the
Council with the Chairs of all Boards and Commissions. It was suggested that the work plans be
developed and in place in time to affect the development of the City's Operating Budget. Staff
was directed to gather input from the B&C Panel regarding work plans and report findings to the
Council. Manager Neal will work on synchronizing the development of work plans to coincide with
development of the City's Operating Budget.
The Council also indicated they would like to continue the practice "draft excerpts" from minutes
accompanying items coming before the Council for action along with the board or commission's
report. There was also a brief discussion of the working groups,their work and composition.
Mayor Hovland declared the meeting adjourned at 6:46 p.m.
Respectfully submitted,
Debra A. Mangen, City Clerk
Minutes approved by Edina City Council, February 6, 2012.
James B. Hovland, Mayor
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