HomeMy WebLinkAbout2011-05-03 Wk Sessioin MINUTES
OF THE WORK SESSION OF THE
EDINA CITY COUNCIL
HELD AT CITY HALL
MAY 3, 2011
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 Bennett, Brindle, Sprague, Swenson and Mayor Hovland. Advisory Board and
Commission Chair present included: Bill McCabe, Art Center Board; Tom Gump, Construction Board of
Appeals; Mary Jo Kingston, Edina Community Health Committee; Diane Plunkett Latham, Energy and
Environment Commission; Joel Stegner, Heritage Preservation Board; Jessica Kingston, Human Rights and
Relations Commission; Joseph Hulbert, Park Board; Floyd Grabiel, Planning Commission; and Jennifer
Janovy,Transportation Commission.
Staff attending the meeting included: Jennifer Bennerotte, Communications & Marketing Director; Sherry
Engelman, City Sanitarian; Wayne Houle, Engineer/Public Works Director; Susan Howl, Administrative
Assistant; Steve Kirchman, Building Official; Debra Mangen, City Clerk; Scott Neal, City Manager; Joyce
Repya, Associate City Planner; Ceil Smith, Assistant to the City Manager; Jesse Struve, Utility Engineer;
Jack Sullivan, Assistant City Engineer; and Cary Teague, City Planning Director.
Mayor Hovland stated the purpose of the meeting was to allow the Council to meet with all Chairs of their
advisory boards, commissions and committees.
FILMING AND REBROADCASTING MEETINGS
The Council and the Board/Commission/Committee Chairs discussed filming and rebroadcasting of the
various bodies' meetings. Currently all Park Board, Planning Commission and Transportation Commission
meetings are held in the Council Chambers and are filmed for rebroadcast and web streaming. Council
members identified three possible schedules for filming and broadcasting board and commission meetings: 1)
continue videotaping all Park Board and Transportation Commission meetings as done currently; 2) hold
on-camera Park Board and Transportation Commission meetings quarterly and as needed for public
hearings; and 3) Require every board and commission (except Construction Board of Appeals) to hold at least
one annual on-camera meeting.
STANDARDIZATION OF AGENDAS, BYLAWS, MINUTES AND MEETING PROTOCOL
Manager Neal explained the desire that citizens find a uniform look regardless which body's agenda,
minutes or packets they were perusing on the City's website or in person. To that end, he presented
reformatted agendas of the various bodies' March 2011 meeting. The new format will begin to be used
with the May 2011 meetings. Staff will disseminate the form to the various liaisons. A standardized form
of Commission/Board/Committee Bylaws will be drafted and distributed for use in the near future. Staff
will work with liaisons on standardizing the format of minutes and meeting packets. Meeting packets will
be posted online.
WORKING GROUP, SUBCOMMITTEE AND TASK FORCE PROTOCOL
Commissioner Latham shared how the EEC manages its working groups. It was noted that until bylaws
have been adopted, the various bodies must have the City Council authorize the formation of
subcommittees or working groups. The formation of such bodies would be another way to involve
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Minutes/Edina City Council Work Session/May 3 2011
citizens interested in serving the community. However, such bodies must also comply with the Open
Meeting Law.
COMMISSIONER ORIENTATION AND TRAINING
Mr. Neal stated a possible orientation could cover: role of advisory boards and commissions, Minnesota
Data Practices, liability issues for members of advisory boards and commissions, the Open Meeting Law,
the City's organizational chart and the City budget as it pertained specifically to the various boards and
commissions. There was also desire expressed for specialized training in the various subject matters that
boards and commissions address in doing their work.
SYNCHRONIZATION OF B$C WORK PLANS AND CITY COUNCIL PRIORITIES
Holding an annual meeting with the Chairs of all advisory bodies and the City Council was deemed a good
way to bridge the synchronization of works plans and priorities of all concerned parties.
WEBSITE PRESENCE
It was noted that the City's website was currently being reviewed and redesigned and that each advisory
board, committee and commission will have a presence on the website.
Mayor Hovland adjourned the meeting at 6:55 p.m.
Respectfully submitted, WA 0
� A Debra A. Mange ity Clerk
Minutes approved by Edina City Council, May 17, 2011
and amended June 7, 2011
17 James B. Hovland, Mayor
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