HomeMy WebLinkAbout2024-06-04 Work Session Meeting MinutesMINUTES
OF THE EDINA CITY COUNCIL
WORK SESSION
COMMUNITY ROOM, CITY HALL
TUESDAY, JUNE 4, 2024
5:30 P.M.
CALL TO ORDER
Mayor Hovland called the meeting to order at 5:3 I p.m.
ROLL CALL
Answering rollcall were Members Agnew, Jackson, Pierce, Risser, and Mayor Hovland.
Staff in attendance: Scott Neal, City Manager; Assistant City Manager Ari Lenz; Jennifer Bennerotte,
Communications Director; Jennifer Garske, Executive Assistant; MJ Lamon, Community Engagement
Manager; Jake Miller, I.T. Specialist; and Sharon Allison, City Clerk.
ADMINISTRATIVE MEETING PROCEDURES
Manager Neal reviewed past discussions regarding meeting procedures, customs and practices. He explained
that one area of interest was the standards for the meeting minutes.
City Clerk Allison gave a brief overview of how the City's minutes have been organized and completed in
the past by staff members and since 2008, by a contractor. She noted that when the contractor took over
the City moved to a more summary style of minute and outlined possible ways that the minute style could
be changed.
The Council asked questions of staff and discussed costs for preparation of minutes; additional details that
could be added even if they continue to use summary style minutes; concerns about information and details
that were not included in summary style minutes; the statement of position from the Office of the State
Auditor regarding meeting minutes; the potential value of having minutes that reflect the Council dialogue;
legal requirements for what should be in the minutes; use of meeting videos rather than reading through
minutes; including more Council discussion and less of the developer's summary; the possibility of more
details related to the votes; reflecting key decision points even if the comments were not attributed to
individual Councilmembers; and the possibility of adding a bit more content to the minutes, similar to what
was being done in Minnetonka.
The Council reached consensus and directed staff to continue with minimal/summary style minutes, to
reduce the content from staff's narrative and increase Council's narrative, discussion, and how they arrive
at a decision.
Manager Neal reviewed the current practices related to meeting schedules and rescheduling.
The Council asked questions of staff and discussed the factors considered when deciding on whether to hold
a meeting or not if the full Council was not present; and the existing flexibility to change specific topics prior
to approving the agenda for the meeting.
The Council reached consensus to not make any changes to meeting scheduling and rescheduling.
Manager Neal reviewed the current practice standards related to the two types of proclamations and
requested Council direction, including feedback on the possibility of following the same protocol as they do
for Days of Significance.
The Council asked questions of staff and discussed the differences between a Mayoral Proclamation and a
City Proclamation; potential contentious requests for proclamations; the possibility for staff to communicate
with the Council on an individual basis to find out how they felt about approving certain proclamations prior
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Minutes/Edina City Council Work Session/June 4. 2024
to the Council meetings; the possibility of having a more formal process or guidelines for the City to follow
when there are proclamation requests; and possibly requiring there to be some local relevance or connection
for proclamation.
CITY MANAGER 2024 PERFORMANCE GOALS
Manager Neal explained that he had first shared these goals with the Council in December of 2023 but noted
that they had not yet been officially approved.
The Council asked questions of staff and discussed the suggested changes that the Council had already
submitted; the importance of ensuring this is included on the calendar so any additions or changes could be
made in order to start the new year with a fresh slate; the differences between goals and basic expectations
or 'business as usual' kinds of activities; the work plan process; confusion between performance goals and
professional goals; the possibility of establishing leadership goals as a third category; having personal goals,
specific goals, and also 'sharpen the saw' type goals for moving the City, as an entity, forward; how the
Council will actually measure and evaluate performance at the end of the year; possible utilization of new
consultant resource for the review process through the League of Minnesota Cities or the University of
Minnesota/Mankato and their Urban and Regional Studies Institute; whether anonymity throughout the
process was important or not; the possibility of adding the Council suggestions, including leadership goals,
that have been discussed and have a collective Council discussion, in the near future, about the 2024 City
Manager Performance Goals.
ADJOURNMENT
Mayor Hovland adjourned the meeting at 6:50 p.m.
Respectfully submitted,
Minutes approved by Edina City Council, June 18, 2024.
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