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8.2. SR 08-06-2018 EOty1� ,.,�� Request for Action River To Item Number Mayor and City Council 8.2 Agenda Section Meeting Date Prepared by General Business August 6, 2018 Tina Allard, City Clerk Item Description Reviewed by Advisory Group Attendance Policy Cal Portner, City Administrator Reviewed by Action Requested Approve,by motion, the attendance policy presented at the May 8 meeting,which removes special meetings from attendance requirements. Background/Discussion Attached is background information on previous Council discussion regarding the attendance policy for advisory groups. The last direction from Council was to solicit feedback from various boards about the Policy. Feedback was gathered from the Planning Commission,Parks and Recreation Commission,EDA,HRA, and Library Board. All commissions were in favor of removing special meetings from the attendance requirements. The Parks and Recreation Commission did discuss the elimination of special meetings from the requirements but ultimately voted to recommend completely eliminating the attendance policy. Staff would not recommend eliminating the attendance policy. There will be future occasional attendance issues and having a policy helps to outline the importance of attendance to members in their role serving on boards. It further helps the Council in making a decision on removing a member based on policy. Financial Impact N/A Attachments ■ May 7, 2018, staff report ■ May 21, 2018, staff report ■ May 7, 2018, excerpt of minutes ■ May 21, 2018, excerpt of minutes The Elk River Vision A PehoMing community 2a itb revolutionary and spirited resourcefulness, exceptional POWERED By service, and community engagement that encourages and inspires prosperity INAWRE1 Request for Action To Item Number Mayor and City Council 8.1 Agenda Section Meeting Date Prepared by General Business May 8, 2018 Tina Allard, City Clerk Item Description Reviewed by Advisory Group Attendance Policy Cal Portner, City Administrator Reviewed by Action Requested Approve, by motion, changes to the Advisory Board Policy Background/Discussion Some Councilmembers have expressed interest in changing the attendance policy for advisory groups due to the unique situation of Parks and Recreation Commissioner Ryan Holmgren. Staff drafted language removing special meetings from the attendance requirements. Financial Impact N/A Attachments  Policy Language  Commissioner Holmgren’s Letter The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity 7. Attendance A member shall be expected to maintain a suitable attendance record. Attendance is vital to board service and City Council expectations. Because attendance is important, the City Council has adopted the following attendance policy: Members shall be automatically removed for lack of attendance. Lack of attendance is defined as: Regularly scheduled monthly commissions – missing three (3) regularly scheduled meetings (including regular and special meetings) scheduled during a calendar year. All other commissions – missing two (2) regularly scheduled meetings (including regular and special meetings) scheduled during a calendar year. Participation for less than three-fourths of a meeting shall be the same as a failure to attend a meeting. Members removed pursuant to this paragraph shall not continue to serve on the board and such removal shall create a vacancy. A member may appeal the termination by requesting a hearing before the City Council within 10 days of notice of termination. A standard commission attendance form shall be used by all commissions for the staff liaison to record attendance. The Office of the City Clerk shall forward the attendance record to the City Council at the end of each June and December for the Council review. Commission members shall notify the staff liaison of planned absences 72 hours prior to the meeting missed. Dear Mr. Mayor and Council members, The weather conditions in March and April have had an impact on the high school varsity sports schedules throughout Minnesota. I am the Elk River High School Varsity Baseball Coach and the MN State High School League has shortened game lengths and increased the number of scheduled games we are playing in the coming weeks. Additional games and even double headers on days previously not scheduled are now a reality. I have been able to keep my schedule clear for the regular Commission meetings but I have no control over the recent changes made to our high school schedules. I have already stated to Michael Hecker that I will need to miss the Parks and Recreation Commission regular meeting on May 9 because of a make-up game scheduled. My main concern, however, is that as the Commission discussed at the April meeting, the need for special meetings and work sessions this spring/summer to discuss master planning of athletic facilities. Depending on when these might be scheduled, it’s highly possible that I will miss additional meetings because of the updated high school baseball schedule. I want you to know that it will be a challenge for me to participate in the Commission meetings for the next two months. I think this is a critical time for the City and the Commission as we begin to discuss and plan the city’s needs regarding athletic facilities. I have a strong compassion for athletics, parks and recreation and the City of Elk River. Therefore, I will make every attempt to attend Commission meetings but the additional scheduling of games is out of my control. This has not been an issue in the last two years but has happened every few years. My attendance the last 3 years has not been an issue but I fear that may be out of my control now. I propose that the City Council reconsider its policy on Commission member attendance. I recommend that you consider taking special meetings out of the requirement for attendance. Special meetings are difficult to plan since they can be called at any time with little warning. I also feel you should take special circumstances and flexibility into consideration. I feel that I make a valuable contribution to the Commission and I hope to see this continued for many years to come. Thank you for your service and your time looking into this matter. Ryan Holmgren Park and Recreation Commission City of Elk River Oty Elk Request for Action To Item Number Mayor and City Council 8.2 Agenda Section Meeting Date Prepared by General Business May 21, 2018 Tina Allard, City Clerk Item Description Reviewed by Amendment to Advisory Group Attendance Policy Cal Portner, City Administrator Reviewed by Action Requested Approve,by motion, an amendment to the Advisory Group Attendance Policy. Background/Discussion At its May 7 meeting, Council discussed the attendance policy for advisory groups. Council wished to review each case as they occurred. Staff suggested the following changes: Attendance A member shall be expected to maintain a suitable attendance record. Attendance is vital to board service and City Council expectations. Because attendance is important, the City Council has adopted the following attendance policy: Members shall be automatically removed for lack of attendance. Lack of attendance is defined as: Regularly scheduled monthly commissions —missing three (3) meetings (including regular and special meetings) scheduled during a calendar year. All other commissions —missing two (2) meetings (including regular and special meetings) scheduled during a calendar year. Participation for less than three-fourths of a meeting shall be the same as a failure to attend a meeting. Members removed pursuant to this paragraph shall not continue to serve on the board and such removal shall create a vacancy. A member may appeal the termination by requesting a hearing before the City Council within 10 days of notice of termination. There may be some extenuating circumstances in which excused absences would be allowed with advanced written notice to the Office of the City Clerk. The City Council will evaluate these requests on a case-by-case basis. Financial Impact N/A Attachments ■ None The Elk River Vision A nehoming community Pitb revolutionary and spirited resourcefulness, exceptional ,`O e service, and community engagement that encourages and inspires prosperzty INAWRE1 City Council Minutes May 7, 2018 Page 3 6.2 TH 169 Freeway Conversion Funding Mr. Femrite presented the staff report. He noted this is an exciting and extremely big deal for the city. He thanked the transportation committees' for determining the scoring criteria based on the merits of a project. He noted the City of Elk River has huge needs. He further thanked Senator Mffineyer and Representative Zerwas, the Sherburne County Board and staff, and the Chamber of Commerce Board and businesses. He noted Elk River has two large corridors with major needs. He stated the first meeting with MNDOT begins this week to determine the schedule, review preliminary design, connections, and effects on property. Representative Zerwas stated he was stunned; noting an award to a single project this size outside the metro district is very significant. He stated the city put in tremendous effort and credit goes to staff, the county, and chamber. He discussed the short turnaround time needed to come together and drill down on the Highway 169 corridor and commented the city had a superior project submittal. He stated it was very apparent from the applications submitted which groups did their homework and noted there has been some pushback around the state due to other needed projects. Council thanked Representative Zerwas for his support. 7.1 Ordinance Amendment: 2018 Master Fee Schedule Ms. Allard presented the staff report. Mayor Dietz opened the public hearing. There being no one to speak to this issue, Mayor Dietz closed the public hearing. Moved by Councilmember Westgaard and seconded by Councihnember Olsen to adopt Ordinance 18-06 amending the 2018 Master Fee Schedule to add food truck licensing fees to the City of Elk River, Minnesota, City Code. Motion carried 5-0. 8.1 Advisory Group Attendance Policy Ms. Allard presented the staff report. Mayor Dietz expressed concerns with removing all special meetings from the attendance requirements. Council directed staff to review the policy further and to address unique attendance issues, such as medical reasons, on a case-by-case basis with advanced notice. 8.2 Discuss Work Session Items Mr. Portner presented the staff report. 8.3 Council Listening Sessions P0A111NII IY 1 tlATU City Council Minutes May 21, 2018 Page 5 Moved by Councilmember Olsen and seconded by Councilmember Westgaard to approve the purchase and installation of the Logo Swoosh playground equipment as outlined for Deerfield Hill Park through Flagship Recreation. Motion carried 5-0. 8.2 Amendment to Advisory Group Attendance Policy Mayor Dietz indicated he is not sure he wants to include special meetings in the attendance policy. He would like staff to seek input from each advisory board and commission and bring back to the Council. Mr. Portner stated he was informed by Representative Zerwas the Lake Orono funding is included in the funding bill on the Governor's desk. Mayor Dietz thanked Representative Zerwas and Senator Kiffineyer for their hard work on this funding. Council recessed at 6:47 p.m. in order to go into work session. Council reconvened at 6:52 p.m. 9.1. Concept Review: Subdivision for Bill Christian Councilmember Wagner stated she is abstaining from discussion as Christian Builders is an active client of hers. She stepped away from Council table. Mr. Leeseberg presented the staff report. Bill Christian, explained he has been in the building business for many years and his concept is to try to create a neighborhood, not just to see how many lots can get in. He stated a large amount of homeowners are looking for a little space but not a large 2.5 acre lot. He noted he envisions landscape enhancements and architectural elements to the homes. Each home would have its own well and septic. Mayor Dietz questioned if approving this request sets precedence and if the Council will have difficulty turning down future requests for smaller lots. Attorney Beck suggested the Council look at the Comprehensive Plan to consider re - guiding some areas for one acre lots if that is their desire. He added this development is currently inconsistent with the Comprehensive Plan. Councilmember Westgaard would like to see connection with neighboring properties rather than standalone developments. He expressed concerns with one acre lots having ample room for their own well and septic with larger homes. He stated he doesn't want to end up with unbuildable lots or have residents unhappy in the future because they cannot build a deck because of the wetlands. Mr. Christian stated he just completed a development in Otsego with the same size lots and homes and it worked well. PAitl[AED er ATURE