HomeMy WebLinkAbout2011-01-04 Council Work Session MINUTES
OF THE WORK SESSION OF THE
EDINA CITY COUNCIL
HELD AT CITY HALL
JANUARY 4,2011
5:10 P.M.
Mayor Hovland called the meeting to order at 5:10 p.m. in the Community Room of City Hall.Answering rollcall
were Members Brindle, , Swenson, Member-elect Sprague and Mayor Hovland. Member Bennett entered the
meeting at 5:10 p.m.
Staff attending the meeting included: Scott Neal, City Manager; Ceil Smith, Assistant to the City Manager; and
Debra Mangen, City Clerk.
Mayor Hovland said the purpose of the meeting was to discuss the City's advisory boards and commissions.
Manager Neal briefly reviewed Edina Code Section 180 which outlined the attendance policy pertaining to
City's advisory boards and commissions. He noted the following "removal clause" had caused some questions
and concerns:
"180.02 Removal.Any member of a board, commission or committee established by the City Code who
fails to attend three consecutive meetings, whether regular or special, or who fails to attend at least
75% of the scheduled meetings in any calendar year, whether regular or special, shall be deemed to
have resigned as a member of the board, commission or committee.The requirement of this subsection
shall not apply to attendance at meetings of committees or subcommittees including committees of the
whole,established by a board, commission or committee."
The Council discussed the process for removal from an advisory board or commission due to attendance.
Issues reviewed included:
• "Committee of the Whole" exemption from the attendance requirement
• Partial committee or sub working groups were exempt from the attendance requirement
• Vagueness of meaning of"special" meeting
• Concern with a member not making attendance requirement due to "special" meetings when they
attended all regularly-scheduled meetings
• Should reappointment provisions be added to code
• Possible code amendment removing three meetings in a row, but keeping 75%annual attendance
• Possible survey of boards and commissions to ascertain what special meetings have been held in the
last three years, and had difficulty with obtaining quorums been experienced; what were the topics
covered at the special meetings, and were actions taken by the board or commission at the special
meetings
• Should there be a City Council case by case review
• Desire to treat all members equitably
• Definition of"Joint City Council Work Session"differing from "Special Meeting"
• Attendance by remote (audio or video conference)at regular meetings
The Council also discussed the possible elimination of dual membership from its advisory boards and
commissions. Their consensus was to amend the City Code deleting the Planning Commission dual
memberships on: Heritage Preservation Board, Energy & Environment Commission and Edina Transportation
Commission.
The Council indicated their intention to bring together all the chairs from their advisory boards and
commissions in a joint work session with the Council in early 2011. It was thought that at this session the roles
of various boards and commissions can be reviewed and clarified.
Minutes—Work Session/Edina City Council/January 4, 2011
Staff was directed to prepare an amendment to the City Code incorporating all the advisory boards and
commissions into one section, incorporating portions of the City of Bloomington's code regarding advisory
boards and commissions, and eliminating the dual memberships from Planning Commission. This would
require adjusting the memberships to the various boards served by Planning Commissioners. Further research
will be completed into the possible remote participation at meetings and the possibility of capturing the audio
from work sessions.
Mayor Hovland adjourned the meeting at 6:45 p.m.
Respectfully submitted,
Debra A. Mangen, ty Clerk
Minutes approved by Edina City Council,January 18,2011
James B. Hovland, Mayor
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