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11.6 SR 11-06-2023�, Elk s �- River Request for Action To Item Number Ma ror and Cinr Council 11.6 Agenda Section Meeting Date Prepared by WoYk Session NovembeY 6, 2023 Tina rlllard, Cittr C1eYk Item Description Reviewed by AdvisoryT Board Attendance PolicyT Cal Pormer, Ci r Administrator Reviewed by Action Requested Discuss and provide direction regarding the AdvisoryT Board Attendance PolicyT. Background/Discussion The Council has discussed attendance requirements a fe�� times over the yTears. Advisor�T board members are awaYe of the attendance Yequirements and educated on them in their appointment letter, by the staff liaison, and foY some boaYds, it's Yeviewed at their first meeting of the yrear. Attending meetings can be a challenge, especially when board members have busy schedules. To address attendance issues, we can consideY implementing some strategies and policies that make attendance more appealing and manageable. Some things to consider: Change Polic� on Excused Absences Currently it's automatic termination when a certain number of ineetings are missed. Certain excused absences could be considered. Rotating Res�onsibilities Consider rotating roles and responsibilities among the members, allo`ving them to take turns leading or presenting, `vhich can increase engagement and motivation to attend. Pur�ose Do all boards have sufficient real business to discuss? Ma�Tbe some members feel they are reviewing the same things over and are not reall�T making a difference. Are some boards too large? The Energy CinT Commission has been difficult to keep filled due to the numbeY of inembeYs. Possibly some could be evaluated as to ��hetheY they are needed, or their agendas could be restructured to focus on more strategic decision making. Include accountabilittT with an annual report to the Council. Board Member Recognition Recognize their contributions on a regular basis to ensure they are activelyT engaged. Incentives A payT surve�T �vith other cities `vas recentlyT completed. The Elk River Vision A 2a�elcolning co�nlnunity 2a�ith T evolutiona� y and spizzted T esou� cefulness, exceptional se�vice, and coln�nunity engagelnent that encou�ages and ins�iz•es pTo�pe�zty. rowEREo ar �I'1 �� Update�l• January 2023 Term Limits Implement term limits, which can naturall�T lead to a change in the makeup of the board and help maintain engagement. While we want to be fair, it is also important to set consequences for repeated non-attendance because: ■ Having a quorum so business can be conducted is necessar�T. ■ Revisiting and summarizing issues to those `vho missed. ■ Not undeYstanding issues due to missed meetings. ■ Working relationships with other members and staff. ■ Member and staff schedules and time commitment. Financial Impact N/A Mission/Policy/Goal A`velcoming communittT with revolutionar�r and spirited resourcefulness, exceptional service, and communityT engagement that encourages and inspires prosperit�r. Attachments Staff Reports & Minutes of Previous Discussions Pa�T Surve�T from Other Cities Current Attendance Policy N:APublic Bodies\�lgenda Packets\11-06-2023\Final\x11.6 si ddvisoi�� Boud �ttendance.docx Request for Action To Item Number Mayor and City Council 9.4 Agenda Section Meeting Date Prepared by Work Session December 21, 2015 Tina Allard, City Clerk Item Description Reviewed by Attendance for Boards�Commissions Cal Portner, Cit � Administrator Reviewed by Action Requested Provide staff with direction on changes to the Advisory Board and Commission Policy with regards to attendance. Background/Discussion Mayor Dietz asked to have a discussion about absenteeism for boards/commissions. 1. What does the Council expect of a member in terms of attendance? Policy can outline what is expected in terms of minimum requirements and the consequences when they are not met. 2. Should absences be excused? Current policy lacks criteria on defining an excusable absence. Is missing an important, unscheduled business meeting, a child's big game, materniry leave, or a death of a relative or friend excusable? A member can have difficultyJ being fully informed and representing the community when they are habitually absent. Not having a full board can leave the board short of multiple perspectives that help contribute to better decisions representative of the community. In terms of getting the board's business done, whether a missing member is eXcused or absent doesn't make any difference because the member isn't there to par�icipate, ask questions, and vote. Policy LanguaQe Con.rideratian.r The Council could consider language based on unnoticed�noticed absences over eXcused absences or set an automatic termination based on the number of absences regardless of excuse or notice. The policy could outline some of the following: ■ A member would need to provide at least 72 hours' notice to the staff liaison, and ■ A member who misses 5 meetings in a rolling calendar year, regardless of notice, is automatically terminated; or ■ Members shall be automatically removed for lack of attendance. Lack of attendance is defined as missing 3 meetings (or one-third for those boards who meet on less than a monthly basis) in a calendar year. There are certain boards, such as HRA and EDA, which have specific statutes requirements and would not be subject to the city policy for absenteeism. Also note, changes to the attendance policy wouldn't necessarily be a cure-all. Attendance problems can be a sign of other problems besides a member's life obligations getting in the way. Failure to regularly r�wERfO �r Template Updated 4/14 ��'� attend meetings could signal other issues, such as whether meetings are productive, valuable, having clear expectations, constructive, whether inclusiveness/participation is encouraged, sense of engagement, etc. Financial Impact N/A Attachments Current Advisory Board Policy Regarding Absences Attendance Reports for 18 months N:\Public Bodies\Agenda Packets\12-21-2015\LASERFICHE\x9.4 sr Board Attendance.docx Advisory Board Policy Excerpt Attendance Commission members are asked to regularly attend all meetings. A standard commission attendance form shall be used by all commissions for the commission secretary to record attendance. The Chair or their designee shall forward the attendance record to the City Council at the end of June and December for the Council's review of the attendance of inembers of city commissions. Excessive absenteeism, excluding illness or necessary travel, is cause for removal of a commission member. Three uneXcused absences within a calendar year will be considered as a resignation from the commission. Commission members should notify the staff liaison or Chair of planned absences prior to the meeting missed. Removal From Office EDA and HKA The City Council may remove an EDA or HRA commissioner when in its judgment the public welfare will be promoted by removal. Causes for removal include, but are not limited, to inefficiency, neglect of duty, or misconduct in office. The commissioner must be given a copy of the charges at least 10 days prior to a hearing at which the commissioner has an opportunity to be heard in person or by counsel. The Council may temporarily suspend a commissioner until the hearing process. The commissioner shall immediately be reinstated if the charges have not been substantiated. When a commissioner is removed, a record of the proceedings shall be filed with the ciry clerk (MN Statutes 134.09, 412.111, �69.010). All Otber Co��ni.r.rion�Board Menaber.r The Council may remove any commission/board member when in its judgment the public welfare will be promoted by the removaL (MN Statutes 412.111) All commission and board members should be aware that criminal penalties may apply depending on the nature of the violation. Cifr C;ou»cil iiinutes December 21, 2[J15 9.2 Public Purpose Presentation Yage ? ��ttarn�r I3eck stated courts �a�-e beei� �-ei�� protectii�e regarding right-c�f-�va�� for cities. He fu�ther explair�ed t-here musr l�e a lienefit to the public in �rder to r-ac�te zight-of-�va}•. �lttori�e�- I3eck explained public purpose as a legislattve function �-eisus a judicial func�ion at�d izoted c�urts tcnd not to intr�rfcre on lcgislati�=e action of a Council. He stated a vacation caii occur �Tia the Council �r thiouglz a la�k�suit. H� stated Cc>uncil also nccds ta consider thc potez�tial Euturc bcnefits of a right-c>f-wa}'� :�ttorne�r I3eck stared �ang-tcrm non-use of a right-of-wa�� c�c�es not mean it is in the inter�st Uf rl�c public to �;i�-e it up. He furtl�er noted cases int=olving ��ater are consideiabl�� srron�cr aaad courts arc avcxly protcctit-e c�f water aecess for the �ublic. Hc stated Council should not �=acate land unless it's useless f�r its J�urpose. �lttorne�� Beck noted there is an alternati�-e tc� gi�-uig up a ii�ht-of-��a�� via a licensing agxcement. He stated this gi��es the Council more fle�ibilir�� and could be granted or taken a�va�� at an�� time. 9.3 Park Dedication Fee I�Ir. CarIton presented the staff teport. C;c�uncil disc�sned thc pros and cons of thc v�arious options a��ailabl� for coll�cring p�zrk dedication fees. Staff recoinme�ldation �vas to keep the options for cotnrnercial/industtial and residential c�llecrion sin�ar for ease of operatin�; internall�-. Council ccansensus is as follows: 1) Calculate the fee for comrnercial/industrial based an the county assessot's appraisal because their values tend to remain stable. The rate far comm�rcial shou�d be calculated at 8% and at 6% for industtial. 2) Obtain private appraisals for residential for a c�rtain number of years to be detetrnined. Use a graduated calculation scale based on density/unit types. 5taff directed to gather prieing on private apptaisals. Counciltrieml�ei Olsen ei�re�sed conceins with nCilizin� a�rivaTe assessor l�ecause thc�• tcnd to hati-e biases. 9.4 AttendanCe for BoardslCammissions Cc�uncil disct�sscd tlie eurrent policti� regardin� attendance fc�r bo�rds. Council liked the idea of tiackin� attcnc�anee on a�erccnt of tl�e number of incctin�s miss�d 1��- a board inembef and also tracl:in�; �vhen a membei �ho��s u� late ro a meetin�. Pfl1�EREo ar ��.i�� Cit�� Council ,liinutes December 21, 2015 Staff was dir� cted to work up a sainple policy� tc� bring Uack to worksessi�n £or discussion. Page 8 Council adjourned the meetia�g at 8:33 r.m. but then iminec3iatel�� reconvened due to the rec�uitement of calling a motion for going into a clo�ed meetin� foY lab�r negotiations. CouncilmemUer C)lsen left the meetirig for a fe�v minutcs. MaS��r Dietz announced the closed meetin� of thc Council, pursuant to I�ZS 13D.03, Subd. 1(b}, to consicier labor-negatiation praposals frc�m the ]'atrol t]nion, Local 231 a��d the Sergeant Unic�n, L�ca1271 f�r I�-Zonda��, I�ecember 22, 2()15 at 8:38 p.m. Moved by Councilmember Westgaard and seconded by Cauncilrnember Burandt to hold the closed meeting of the Caunci� purst�ant to MS 13D.03, Subd. 1{b), to consEder labor-negotiation propasals frorn the Patrol Union, Laca1231 and Che Sergeant Union, Local 271. Motion carried 4-0. 10. Adjaurnment There being no furthc;r �usiness, �.-layor Dietz adjourned thc regular meeting of the l�.lk I�iver City Council at 8:37 p.m. raw�REo sr �� Tbna Allard, Cit�- Clerk Request for Action To Item Number MayoY and City Council 10.1 Agenda Section Meeting Date Prepared by Work Session anuary 4, 2016 Tina Allard, City Clerk Item Description Reviewed by Board & Commission Attendance Policy Cal Portner City Administrator Reviewed by Action Requested Council feedback on the draft attendance policy for board members. Background/Discussion At the last Work Session, Council discussed changes to the Board and Commission attendance requirements. Member attendance is very important and much needed in order to have good feedback and decisions from a cross section of the community. Non-attendance can cause quorum issues and delays in getting work accomplished Financial Impact N/A Attachments ■ Draft Policy Par�n�o ar Template lipdated 4/14 �� Advisory Board Policy Excerpt Attendance . A membe� shall be eX�ected to maintain a suitable attendance record. Attendance is vital to board service and Cit� Council ex�ectations. Because attendance is im�ortant, the Citp Council has ado�ted the followin� attendance �olic� Members shall be automaticallv removed for lack of attendance. Lack of attendance is defined as a failure to attend three (� meetings or at least two-thirds of the meetings (including regular and s�ecial meetin rs scheduled during a rolling 12-month period. Partici�ation for less than three- fourths of a meeting sha11 be the same as a failure to attend a meeting. Members removed �ursuant to this �aragra�h shall not continue to serve on the board and such removal shall create a vacanc� A standard commission attendance form shall be used by all commissions for the e� seeret�� staff liaison to record attendance. The Office of the Citv Clerk shall forward the attendance record to the City Council at the end of each June and December for the Council review. . , , � .F .. ...1,,. . Commission members �� shall notify the staff liaison e� � of planned absences 72 hours prior to the meeting missed. 4;rt�' C:c]�ri��il �-1it�ul;t�s �'�1��, � .).�nt��r�' �4, 2()1Ca I�avc:� ��y �c�p��c;�lar�a:�qr�C��:r �lsc�x �y�� sr�cc�r�c�c� by �r��ar��n�a�raie�rt��aer ��r�a��#t t+� ��aca��t �c��v.c�Y�n�,��a�er �Ia�;a�e� as �rct�n,� i��y��r ff��r 2��(�. �a�t�� c��a�� 5-0. �i . :_ �w � �� Q i � � � ��''�" w I '�; - a �r u � i � �- 1�� °�, �!�r. 1'c7rtnc�r- �,rc;s��tc�c� t-he staf� r��o��t. ,�,�7� (ur�u��ci1 �iir��tc.ci ��ff tc.� ac�cl nc� Scl�c�c�l ciistrict �aede��ian c.a:�eznc�nt r��rrg tc� thc �aexz r��ct�n�;. ��.� �. ��, U �k P i 6 i C._. I.� i rN,� !� I� 1�i^ ,�y�� ,i , (;c,��z�cil �.�rc�c-ic�� c� u�a�i�atc.ti £c�r tlrc vas�ica�z� ��c�ar��s/cc:az7-�ns�;�ica�is. (u<3i�neil r�r��s:;�d �t �3:�3 p.r�. i�� c>rcl�r tc.� �?�� ia.xt�s ��<>t:k :��ssic�i�. '�'E�� ne:c,tii�� i:ec,c��ve��c.c� ar �::i1 ��.��7. � �� I� 'l-.� �r= ..m ?� ��V + ; �� i r i � � �, , � , ;,C�� r . , al .� � � , �-� �"` ,� ; �,, �,� �'�'[s. .'"�Il�rr� ��e�ent�d 1��° staf�f r��c�r-t. �"��a}Tcar ��i�t.� a�;r�cc� re�;�al�zr. a��c� :��-;a�� c::c°t�n�;;� �hc�ulc� �.�� uac��i'cr� i�� trFzc4:in�, atrei�c��n�:cw. C:�3ur�ci�n��.a��k�c�.r. �'�1a�;aze�- �u�st�c.>z�ec� �f a��e:c�tl�cr reinc��i fc:�r la��k c�' �ttc�a��ce l�a:� ai� c>j�tic�ry tc� <�}��eaI. 'I'l�c C;c�uncil c:c�n�ux°rec� t.l�c,ti� ��d>ul� lil��. .-��a z�p��al n�ecli�a-ai;;�� uicl�r��d�c� ii� t�hcr ��lic�T.. (;c.��i7�ilra�en�k�e.r �3��a:r�nc3t 5ratcc3 slic c9c��.tir�'t thinl� trie:t�il��rs ..�,i11 c;r�ll t}�c staff litiisc>z� t�� -epc>ri tih�ir �l�sc.ncc if alasei�r;c:� ar� ��ryr a:ecc>rci�;c� a, c�cuycr� rii�c� tzn�x�:�zscr�. ��P-. ]�c7��tz3cr i�lc.iic�tc�c3 t��;��c��t�i�z� al��i�cc�s is it�-��,c��tant �c:.>r y�,�aa-us�a zssu�,�; anc� 1a�1�u�� .��i�1 B�c� ia:7�l��1 ii� the �c�li�-�,- rc�c��ti�-i�i� }��>a��c� ia�c��l:�er4 tca ��r�t.if�� st�ff I.i�i�c�r7� c�f nla��c�:�. H� rrc��3�c� rc7x:�a°tec� al��;c�r�c:c:�; in:��= k��l� a.� rz tn�iril�cr «��.��t:� t« a�,��c:�ll tl-rcir tc r��i��t.ic�it, �C:c�lar��il��ean}��° �.�'�st��ia�.�ci r.ey�es�c��l tl�i�; ii�fcarm�ki�.�za la� �xx��3c ��rt c�f ch� c»-ic.r�t:��taca�� i�et f��i- c�c��v �c:a��n.�r�i��ic>nc�i-:�. C:c>u�icil �c��ase�i-�sus ��.°s��; �c� �c➢�3 tc:� a futurc c�,n:��t ��E�i��iG� �c�z t�:ar��7al a��-c.>v�l �i1r� fe�i° a�� staf�` 1�x��sc7�:as tc:� adc� r}-�c� ne°�.�� tt�sldab7cc ��c�lic}- t�� thci�� k�c:�a�•ci f cc��r�c��i^,�ic�n a�;ez-�c��s f�>�� t�c�u:�sic>i7. ti:��ui�ci��racan��er �t��,�1c�r ��dec� ccaunc�l li�i�c�� ccaulc� alsc7 �iscu�:; wir1� tl�c�iz� a�s��7��i l�c>at-ci/cc�ax��x��;>arpiz. Rn -; pa��a �� j��: ; Cit�= Cow�cil :1linutes Page 7 1�iarch 6, 2fJ1'r Councilme�z�ber ��'agncr quc:sYionc� if there is am�thiE�� that ca�� l�e doi3e ai�out rcm��-ii��; t}�c ��acant lzouse on I.inc A�.enue. Mr. 1'ormcr i��dicatec� hc ca�� look iiito the cih°'s options, I��r. Portner ii�dicated so�ne issues ha�-e come up regarding tl�e board�corr��nission attent�ance pr�licy. i�'Is. Miller explained the policy� is c��allen�in� to thc cc�tnn�issions rhat do nc�t meet inonthl��. {;ouncil consensus �vas for staff to research ar�ci bYing back. II. Adjowrnment 7'here bei�i� nc� fi�rr.hra- business, May��r Dietz adjourned the ineet'tng �f the Flk Riti�cr C;it-y Council at 838 �.in. n7inutes prepared 1��-_Jessica �-liller. � oh �. I7iet , 14 �,-ot�, : , l � � . _�__ 1 � � � Tina ��llard, Cit�� Clerk �F�ls f �E� 94 �� ,�� Request for Action To Item Number Ma or and Ci Council 8.1 Agenda Section Meeting Date Prepared by General Business Ma 8, 2018 Tina Allard, Ci Clerk Item Description Reviewed by Advisory Group Attendance Policy Cal Portner, Ci Adi�iinistrator 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 situarion of Parks and Recrearion Commissioner Ryan Holmgren. Staff drafted language removing special meerings from the attendance requirements. Financial Impact N/A Attachments ■ Policy Language ■ Commissioner Holmgren's Letter The Elk River Vision A �arel�o�ning co�n�nunity �aritb revolutionary and spirzted resourcefulness, exceptional ��,` �� E� �� service, and co�n�nunity engage�nent tbat encourages and inspires prosperzty /I�, �� i» 7. Attendance A member shall be expected to maintain a suitable attendance record. Attendance is vital to board service and City Council expectarions. Because attendance is important, the City Council has adopted the following attendance policy: Members shall be automarically removed for lack of attendance. Lack of attendance is defined as: Regularly scheduled monthly commissions — missing three (3) regularlv scheduled meerings � during a calendar year. All other commissions — missing two (2) regularlv scheduled meetings ��ig during a calendar year. Parriciparion for less than three-fourths of a meeting shall be the same as a failure to attend a meering. Members removed pursuant to this paragraph shall not conrinue to serve on the board and such removal shall create a vacancy. A member may appeal the terminarion by requesring a hearing before the City Council within 10 days of norice of teri�iinarion. 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 norify 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 City Caunci� I1linutes \�a�' ?. 20l 8 Pagc 3 �.2 TH I$9 Freeway Conversion Funding �1r. Ferr�rite presentcd the staf£ report. F�Ie noted this is an exciting and exrxemely big deal £or the cit��. He thanked t��e trai�sportation coinm.ittees' for determining rhe scoring ci7teria based on t��e merits of a project. He noted the (:itrn of Elk River has huge needs. He further thanked Senator I�i�fn�.eyer and Ae�resentative Zen,vas, the Sherburne Caunt�� Baard and staff, anc3 the Chamber of Cammerce I3va�d and businesses. He nQted F�k River has t�vo large carridors with major needs. He stated the first meetin� with MNDC�T Ue�ins this week to determine the schedule, revieu� prelia�unaryT design, connecuons, and effects on property. Representat�ve Zerwas stated he was stunned; nating an award to a single project this size outside the metro district is very significant. He stated the city }�ut in tremendous effort and credit goes to staff, the count��, and chamber. He discussed the short turnaround time. needed to come togcther and drill down on the Highway 1 b9 corridor and commented the cxt}� had a superiar pxoject submittal. He �tated it was very appaYent from the applicacions submitted wluch groups did tl�eir homework and noted there has been some pushbac� azound the state due t� ather needed projects. �auncil thanked Representaticre Zen��as for his support. 7. � Ordinance Arnendment: 20 I 8 Master Fee Sthedule Ms. Allard presented the staff xeport. I17ayor Dietz opened the public hearing. There being no one to speak to this issue, I��iayor Dietz closed the �ublic 1learing. Mvved by Councilmember Westgaard and secanded by Councilnnember Olsen to adopt 4rdinance 18-D6 amending the 201$ Master Fee Schedule to add fooc3 truck licensing fees to the City of Elk River, Minnesota, City Code. Motion ca�ried �a-0. 8.1 Advisory Group Attendance Policy 1��s. Alla�d presented the staff report. Mayor Dietz expressed ec�ncerns �vith remo�=ing all special meetin�s from the attendance requirements. Council d�ected staff to re�=iew the polic�� further and to address unique attenc�ance issues, such as medical reasons, on a case-by-case l�asis with advanced nQrice. 8.2 Discuss Work Session Items Mr. Portner presented the sta£f report, 8.3 Council Listening Sessions PO�EAE@ er �� Request for Action To Item Number Ma or and Ci 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, Ci Adi�iinistrator Reviewed by Action Requested Approve, by morion, an amendment to the Advisory Group Attendance Policy. Background/Discussion At its May 7 meering, 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 expectarions. Because attendance is important, the City Council has adopted the following attendance policy: Members shall be automarically removed for lack of attendance. Lack of attendance is defined as: Regularly scheduled monthly commissions — missing three (3) meetings (including regular and special meerings) scheduled during a calendar year. All other commissions — missing two (2) meetings (including regular and special meetings) scheduled during a calendar year. Parriciparion for less than three-fourths of a meeting shall be the same as a failure to attend a meering. Members removed pursuant to this paragraph shall not conrinue to serve on the board and such removal shall create a vacancy. A member may appeal the teri�iinarion by requesring a hearing before the City Council within 10 days of norice of terminarion. There mav be some extenuaring circumstances in which excused absences would be allowed with advanced written norice to the Office of the Citv Clerk. The Citv Council will evaluate these rec�uests on a case-bv-case basis. Financial Impact N/A Attachments ■ None The Elk River Vision A �arel�o�ning co�n�nunity �aritb revolutionary and spirzted resourcefulness, exceptional ��,` �� E� �� service, and co�n�nunity engage�nent tbat encourages and inspires prosperzty /I�, �� i» Cir�- Council l�ii�trtes Page 5 1lar 21, 2018 --------------- ---- ---- Moved by Counci[m�rnber Olsen and seconded by Councilmember Westgaard to approve the purchase and installation of the Logo Swoosh playground equiprnent as outlined for Deerfielci Hill Park through Flagship Recreation. Motion carried 5-0. $,2 Amendment to Advisory Group Attendance Policy ;�1ay�r Dietz iz�dicated he is ne�t sure he �vants to inclu�e speci�l meetings in the attendance palicy. He �vould ]ike staff to seek input fram each advisoi-�� board and cominission and bring bacli t� the Cauncil. ��r. 1'orrner st�tcd he u�as inforined b�� Re�resentative ler�vas thc Lake (�rano Eunding is incluc�ed in the fundulg l�ill on the G��-ernor's desk. l�fa�-or 13ietz thankcd Representati�re %erwas and Senator l{iffine�°er for theu hard ��7ork on this fundiiig. Council recessed at 6:47 p.m. iia oider t� go into �vor� ses�ion. C;ouncil reconvened at 6:52 p.�n. 9.1. Concept RevFew: Subdivision for Bill Christian Councilmeinl�er Wagner statcd she is abstainulg from discussion as Christ�an �3uilders is an active c�ient of he�s. She steppec3 a�va�� frc�rn C�uncil table. I�1r. Leeseber� presented thc staff re�ort. Bill Christian, explaineci he has been v1 tl�e builc�in� business for many� �•ears and his concept is tc� ti-�r to create a nei�hbozhood, not jusr ro see I�c�w man}� lc�ts can get in. He stated a largc amount c�E homec��vners ar� looking for a little space but not a latge 2.5 acre lot. He notcd he en�-isions landscape enhancements and architectural elcrnents to the hoines. �ach hoine �vould have its o�vn �yell and septic. l�Ta��or Dietz c�uestioned if approtiring this rcquest sets precede.nce and if the Council «�ill havc difficulty turning do�vn future requcsts for sinaIler Ic�ts. '�tte�rne�� Beck suggested tlie Council loc�k at the Comprel�ensive Plan to co�isidei re- guic3ing some areas for one acre lots if that is their desiie. He added this developmcnt is cuirentl�° inconsistcnt �z�ith the Com�rehensi�-e Plan. Cauncilmen�ber West�aard �x-vuld like ta see connection �vith nei�hboiuig properties �ather than standalone developments. He eipressed concerns �vith one acYe Iots havuig ample r-oom for theu o�vn well and se�tic with largei homes. He stated he dc�esn't �van� ro end up «�ith unbiuldable lots or ha��e residents unhappy in thc future because they� cannc�t build a deck because �f the wedands. I1�tr. Christian stated he just completed a de�-elapment in Otscgo �t=ith the sa�ne size lots a�id homes and it �;�orked «�ell. �o�rE�[o er �,��u�� (�iri� Council \Iii�utes ,�ugust 6, 2U18 7. Public Hearings Thcre �uere no }�ublic liearings, 8. I �al[�t Question for the Loca! Option Sales Tax Referend�m Page 3 �1ir. 17ortncr presented the staff report. He noted one change from previous discussions is r.he addition of a motc�r ve�ucle excise tai af �2t) per motoi vehicl�. Council cc�nsensus �vas not to include the S20 ia�ot�r j-ehicle excise tax because it «�as not part of piei>i�us ciiscussians. Maved by Couneilmember Westgaard and seconded by Councilmember Olsen to adopt Resolution 18-50 with removal of the language regarding the $20 motor vehicle excise tax. Motion catried 5-0. 8.2 Advisory Group Attendance Policy Mr. Portnez- presented rhe staff repoit. Moved by C�uncilmernber Qisen a�ad seconded by Councilmernber Ovall to approve revising the Advisory BoardJCommissian P�licy rernovin� special �neetings frarn the attendance requirements as outlined in the sta£f report, Mation carried 5-0. $.3 Line Avenue Impravements ��1r. l�cmrite presented the staff report. PVloved by Councilmembet Ovall and secor�ded by Councilmember Qlsen ta direct a formal stop of all work on the Li�e Avenue cul-de-sac project. Motion carried 5-0. 8.4 Discuss Work Session [tems 1�7Y. Portner presented the sta£f report. He stated a tei�tati�-e datc af Septembex 24 has been set to meet with the Scho�l Board. He indicated another itexra f�r discussioi7 is the gra�-e1 i��.in_i_t1g stud��. He noted tl�e Council discusscd tl�e gra�-e1 minin�; master plan a fe�.� }-ears ago but it n�i,�ht be a �ood idea to revie�u again. He «-ould also like to discuss possible EnergS' Cih� deinonstiation apportunities. 1'he Council concurred «itl� adding these items. ��a�E�En sr �� Request for Action To Item Number Ma ror and Ci r Council 10.1 Agenda Section Meeting Date Prepared by Work Session January 17, 2023 Cal Pormer, City Administrator Item Description Reviewed by Commission Membership Requirements Tina Allard, Cit T Clerk Reviewed by Action Requested Receive information, discuss, and provide staff direction. Background/Discussion Two standing City Commissions have voting members appointed by other governmental entities. Due to their own work commitments, they frequently are unable to attend meetings. This item is to discuss concerns with representation/attendance and get direction regarding the makeup of the commissions and provide staff direction. Financial Impact N/A Mission/Policy/Goal The Elk River Mission Attachments Energy City Commission Ordinance Multipurpose Facility Advisory Commission Ordinance The Elk River Vision A �arelco�ning co�n�nunity zvitb r•evolutionary and spirzted r•esour•cefulness, exceptional service, and co�n�nunity engage�nent tbat encour•ages and inspir•es pr•osperzty. R�O�IMER'EO �'P M �� Updated.• August 2020 - CODE OF ORDINANCES Chapter 2 - ADMINISTRATION ARTICLE V. - BOARDS AND COMMISSIONS DIVISION S. ENERGY CITY COMMISSION DIVISION 8. ENERGY CITY COMMISSION Sec. 2-351. Established. There is hereby established in the City of Elk River an Energy City Commission pursuant to the provisions of this division. (Ord. No. 05-12, § 1, 6-20-2005; Ord. No. 05-21, § 1, 9-12-2005) Sec. 2-352. Membership; officers; compensation of inembers. The energy city commission shall consist of up to 11 members who shall be appointed by the city council for terms of three years. The commission will consist of the following: (1) One representative from the city council/economic development authority. (2) One representative from the Elk River Municipal Utilities. (3) Up to seven representatives from: a) Energy related businesses (this can include consultants, manufacturers, technology, environmental, energy producers and/or energy providers); b) Commercial or residential customers (representatives must receive at least one city service— water, sewer, trash collection, or electric delivery), or; c) Nonprofit organizations (this can include schools, youth organizations or business organizations as determined by the city council). (4) One representative designated by a school located in Elk River. (5) One representative from the Elk River Chamber of Commerce. All terms shall end on the last day of February; however, members shall hold office until their successors have been appointed. A vacancy during the term of any member shall be filled by city council appointment for the remainder of the term. Officers of the commission shall consist of chair and vice-chair, as elected by the commission. The chair shall preside at all meetings of the commission if present, and perform other duties and functions assigned by the commission or the city council. The vice-chair shall perform these duties in the absence of the chair. If a vacancy occurs in the chair office, the vice-chair shall assume the chair's duties for the remainder of the year and a new vice-chair shall be elected by the commission at the next scheduled commission meeting. A quorum shall consist of a majority of the sitting members. (Ord. No. 05-12, § 1, 6-20-2005; Ord. No. 05-21, § 1, 9-12-2005; Ord. No. 14-02, § 1, 2-18-2014; Ord. No. 17-10, § 1, 6-5-2017) Elk River, Minnesota, Code of Ordinances (Supp. No. 56) Created: 2022-10-17 18:41:59 [EST] Page 1 of 2 Sec. 2-353. Purpose. The energy city commission is established to promote the City of Elk River as a hub of energy technology, energy manufacturing, energy demonstrations, recycling, use of green products and the adoption of sustainable living practices. (Ord. No. 05-12, § 1, 6-20-2005; Ord. No. 05-21, § 1, 9-12-2005; Ord. No. 17-10, § 2, 6-5-2017) Sec. 2-354. Powers and duties. The energy city commission shall have the following responsibilities: (1) Aid, create, promote, endorse, sponsor, and facilitate energy and environmentally sustainable initiatives and demonstrations that lead by example for others to learn from. (2) Work for the continuing education of the public with respect to energy technology, energy manufacturing, sustainable demonstrations, recycling, use of green products and the adoption of sustainable living practices. (3) Solicit gifts and contributions to be made to the city and assist in the preparation of applications for grant funds for the purpose of energy technology, energy manufacturing, energy demonstrations, recycling, use of green products and the adoption of sustainable living practices. (4) Such other responsibilities as the city council shall assign from time to time. (Ord. No. 05-12, § 1, 6-20-2005; Ord. No. 05-21, § 1, 9-12-2005; Ord. No. 17-10, § 3, 6-5-2017) Sec. 2-355. Meetings and rules of procedure. The energy city commission shall meet at least four times each calendar year. The dates, times, and locations shall be as follows: third Wednesday of February, May, August, and November at 8:00 a.m. at city hall. Additional meetings may be held at any time at the call of the chair or the request of two other commissioners. Notice of additional meetings, including the time and place thereof, shall be communicated to each member of the commission at least three days prior to the meeting, posted at city hall, and if time permits, published in the city's official newspaper. The commission shall be governed and operated pursuant to the most recent edition of Robert's Rules of Order. (Ord. No. 05-12, § 1, 6-20-2005; Ord. No. 05-21, § 1, 9-12-2005; Ord. No. 14-02, § 2, 2-18-2014; Ord. No. 15-28, § 1, 9-8-2015; Ord. No. 19-23, § 1, 12-2-2019) Sec. 2-356. Contracts with commissioners. Individual commission members, or their employees, may enter into contracts with the commission or the city for consultant or other services, provided that no commissioner shall vote on the approval of any contract for which the commissioner, the commissioner's employer, or any family member of the commissioner would be a pa rty. (Ord. No. 05-12, § 1, 6-20-2005; Ord. No. 05-21, § 1, 9-12-2005) (Supp. No. 56) Created: 2022-10-17 18:41:59 [EST] Page 2 of 2 - CODE OF ORDINANCES Chapter 2 - ADMINISTRATION ARTICLE V. - BOARDS AND COMMISSIONS DIVISION 4. MULTIPURPOSE FACILITY ADVISORY COMMISSION DIVISION 4. MULTIPURPOSE FACILITYADVISORYCOMMISSION1 Sec. 2-251. Purpose. The commission shall set goals and expectations for the community use and enjoyment of the multipurpose facility. The commission shall seek community input regarding the use and development of the facility and make recommendations to the city council to protect and preserve the facility as an asset to the community. The commission shall recommend an operational budget and capital plan that meets or exceeds the goals, values and vision of the facility. (Ord. No. 20-06, § 2, 6-1-2020) Sec. 2-252. Membership and terms. The commission shall consist of nine members appointed by the council to include: (1) A city resident and member in good standing of the Elk River Senior Center. (2) Two members in good standing representing turf-use associations, which use the facility, including: a. Elk River Youth Football Association. b. Elk River Youth Baseball Association. c. Elk River Youth Softball Association. d. Elk River Youth Lacrosse Association. e. Elk River Flag Football Association. (3) Two members in good standing representing ice-use associations, which use the facility, including one each from: a. Elk River Youth Hockey Association. b. Elk River Figure Skating Club. (4) A sitting member of the city council. (5) A designee of ISD #728. (6) Two at-large residents of the community with no affiliation to the former organizations for at least five years. Representatives of the ice and turf-use associations and the ISD #728 designee may be nonresidents of the city, but there shall be no more than three nonresidents of the city serving on the commission at any one time. lEditor's note(s)—Ord. No. 20-06, §§ 1, 2, adopted June 1, 2020, repealed the former div. 4, §§ 2-251-2-255, and enacted a new div. 4 as set out herein. The former div. 4 pertained to ice arena commission and derived from Code 1982, §§ 217.00, 217.02, 217.04-217.07; Ord. No. 03-002, § 1, adopted Feb. 10, 2003; Ord. No. 12-13, § 1, adopted Aug. 6, 2012. Elk River, Minnesota, Code of Ordinances (Supp. No. 56) Created: 2022-10-17 18:41:58 [EST] Page 1 of 2 Following the initial commissioner appointments, all commissioners shall be appointed for a term of three years, serving on a staggered basis. For the initial commission appointments, the city council shall assign terms of one, two, and three years for designated members. (Ord. No. 20-06, § 2, 6-1-2020) Sec. 2-253. Authority and duties. The multipurpose facility advisory commissions authority shall include, but not be limited to, the study and recommendation to the city council on the following: (1) Develop a value statement and a mission statement for the commission. Review each statement annually and amend as so desired. (2) Serves as a conduit to the public to gain feedback on the effectiveness of the facility and services provided. Holds at least one annual public hearing to receive community comments regarding the operation, use, and future development of the facility. (3) Develop and provide a verbal annual report on the outcomes and activities of the facility to the city council. (4) The commission shall review facility rental rates annually and recommend a fee schedule for incorporation into the annual budget. (5) The commission shall recommend a budget that balances facility revenue and expenses. The budget will include projected revenue, expenses, transfers, and capital improvements. The budget shall be completed no later than August 1 of each year. (6) The commission shall annually provide a draft capital improvement plan to the city council that includes capital replacements, repairs, and additions. The plan shall project improvements over a rolling ten-year period. The capital plan shall be completed no later than September 1 of each year. (7) The commission shall review and recommend operational policies for the facility and review all policies at a minimum every two years. (Ord. No. 20-06, § 2, 6-1-2020) Sec. 2-254. Meetings. At their inaugural meeting, and the first meeting of each subsequent year, the commission shall elect a chair, vice chair and secretary. The chair shall preside over each meeting and perform all duties assigned by the commission or the council. The vice chair shall assume the duties of the chair in the chair's absence. If a vacancy occurs in the chair, the vice chair shall fulfill the remaining term and the commission shall elect a new vice chair for the remaining term. The sitting council member and the designee from ISD #728 are excluded from holding chair or vice chair positions. The secretary shall prepare the minutes of the commission. The commission shall meet no fewer than three times per year. The commission shall develop bylaws and adopt a schedule of ineetings, meeting times and locations at their first meeting of the year and provide the schedule to the city council for approval. A quorum shall consist of a majority of the sitting members. The commission shall follow Robert's Rules of Order. Meetings are subject to the Minnesota Open Meeting Law. Special meetings may be called by the chair or by a simple majority of the sitting commission. (Ord. No. 20-06, § 2, 6-1-2020) (Supp. No. 56) Created: 2022-10-17 18:41:58 [EST] Page 2 of 2 City Council Minutes January 17, 2023 9. Adjourn Regular Meeting Page 5 Moved by Councilrnernber Wagner and seconded by Councilmember Beyer to adjourn the regular meeting of January 17, 2023. Motion carried 5-0. Council recessed at 6:37 p.m. and reconvened in work session in the Council Chambers at 6:39 p.m. Mayor Dietz asked to move Item 10.2 before Item 10.1. 10.2 Phone System Upgrade Mr. Calvin presented the staff report. He stated the hosted system he proposed would save $15,000. Mr. Calvin led a focus group which reviewed eight phone systems and recommends the 3CX Phone System. Mayor Dietz asked if the city pays up front oY per month. MY. Calvin stated the city would pay monthly. Councilmembex Westgaaxd and Councilmember Beyer said the private sector is moving toward this type of phone which uses a cloud-based system and gives employees more flexibility. Mr. Calvin added that depaYtments would have a budget for desk phones and would need managers approval, otherwise phones would be installed on a cell phone app or computer. Mr. Portner added that the phone system was set to be Yeplaced in 2025 and the phone server in 2023. While xesearching phone servers the IT depaxtment determuied it will save money to switch to a new phone system. A contract will be brought to a future council meeting. 10.1 Commission Membership Requirements Mr. Portner presented the staff xeport. He stated there have been issues with the ISD 728 representatives to the Multipurpose Facility Advisory Commission and Energy City Cointnission attending meetings. The school district acriviries directox has conflicts attending the Multipurpose Facility Advisory Conimission meetings in the evenings and the representative to the Energy City Coininission is a schoolteacher who has conflicts attending morning meetings. Mr. Portner proposed adding an additional person to the coxninittee and having school district representatives as non-voting liaisons positions that any representative �. fxom the school could attend. �u�� e� �� City Counci11�4inutes January 17, 2023 Page 6 Debbi Rydberg, Executive Director of Elk River Area Chamber of Commerce, asked if the times of the two commissions could be changed to accommodate the members schedules. Councilmember Westgaaxd felt that the input from the school district was important paxricularly since the city and school district are both taxing enriries and should work together. He asked if the school district may be able to find a different designee. Counciltnember Wagnex agreed that one of the goals of the EneYgy City Coniuiission was to educate elementary and high school students and the school district representative had valuable insight. She suggested having two people designated per commission, and, if one of them could not attend, the othex could vote on behalf of the school district. Council asked Mr. Portner to Yeach out to the school district superintendent to see if they had any solutions on who can come to the meetings. II. Adjournment There being no further business, Mayor Dietz adjourned the meeting of the Elk Rivex Ciry Council at 6:58 p.m. Minutes pxepaxed by Katie Porath. r�.�` � ��-. } . J�.�h;� J.�� t��, �Iapor - •.�s- n ,1 /�J 1' 1 '' f s i' . , Tina Allard, City Clerk �11EAE1 �r �� What is your mayor's What is your po you pay Does your Council get Do you pay for po you pay any of your advisory salary per year? Councilmember additional for additional pay for attending mileage? boards? If so, which ones and at what salary per year? special meetings? other meetings? rate? Andover Yes, S40 pex meeting fox Paxk, Plamui� & S12,000 S1Q000 ED:� Sl vo No Zoiun ,�atuxe Pxeserce Comnussions Champlin S9,��0 S6,610 �o vo �o vo Yes, S�0 Yox meetings on behalY oY Yes, Onl� if Chanhassen citr but no more than S1�0 pex attending xequ�ed S9,000 S7;?00 No mondi tsuirin Vo Elk River S7,000, �cring 3-Ia�ox Yes, Onl� iY $10,000 S',�00 No Vo conYexence Fes, S 1800 Yox ED � Fridley S7,76L78 Yox Wacds 1, 2, and 3, S8,77A�2 S1Q688.60 Yox:�t-Lax e vo vo No vo I"es, iox meetings Hastings and coniexences pex $10,200 S',700 No Vo citc �olicp Vo Yes, If zttencling Lino Lakes S11,298 (eYfective 202�}) S10, S9,497 (2024) conYexence ox 6�0 ct�xent S10,6�0 (cucxent No Yes, S�}0 �ex meetin event�trainin vo Yes, fox oiti site non Maplewood ciri' meetings ��-hexe repxesenting 31�,974.22 S1379�.98 No Vo n-1z�lewood No Yes, add ad�•ison' boaxd membexs axe paid. Oakdale Chaixpexson S 17/meeting, odiex membexs S8,400 S?,030 vo vo vo S1�/meetin Plannu�g Comnussion S20 pex meeting and S10 iox eacli site inspection, Paxks and Otsego Yes, S�}� special Recxeation Comnrission S10 pex meeting, meetings, S1�0 hill dav Public SaYetp Comnussion S10 pex meetii�, trauung, S?� halk da�• Hexitage Pxesen-ation Comnussion S10 pex S4,200 S3,600 traiinn Yes, S�-� �ex meetin Yes meeting Prior Lake �es, ED:� S�0/meeting, Plannu�g 513,�8�.8� S10,730.8� No Yes, S�0 �ex meetln Yes Commission S100/meetin �X'e pa�� a S2�/month stipend ii membexs attend the montlil�� meeting iox theix boaxd (EDr1, Pzxks & Rec, EPB, and Plamung). We Ramsey pz�• the cliaix S30/month iox eacli meeting Yes, Yox conYexences ��e� attend Yox theix bozxd S8,000 S6,000 vo vo and oYY-site trau�in Rosemount Yes, Yox conYexences $9,979 S7,�93 No Vo and othex meetin s Yes, S3��meetin Savage S11,428 S8,697 No �o Yes Vo Econonuc De�•elopment Commission, Econonuc De�•elopment:�uthoxit��, Plamung Shoreview Commission, Paxks and Recxeation Commission axe eligible iox compensation S10,440 S',7�2 No vo Yes White Bear Lake Yes, Yox out oY cit�- S9,600 S7,�00 No vo tsa�*el No Do you have a policy you could share How many meetings How many special Does your Council attend other po you offer any other type of related to setting pay and benefits for your do you have per meetings do you have meetings as either a liaison or a incentives? Any benefits? City Council and Advisory Boards? month? per year? voting member? Andover No 2-3 1-2 No No ChamPlin Nq council eligible foL health and dental I'es 2 re iilai, 2 wock session 1-2 1�To Uut ies �onsiUle foi xenuums Chanhassen Ies 2 1-3 Ies No E��c iIVeY No 2 ze ulai, 2 woik session 10-12 Ies O�tion foi PER� Fridley Medical, dental, basic life, Roth and No 2 re tilaL, 2 conieience in 1-2 I'es Deieiied coui �, eniolled in PER� 2 Councilrnembecs on Econoinic nnd Hastings Redeaelopinent Coinnussion aie Ciri OLduiance 2 1-2 �-otin rneinbeLs Ciri issued i�ad while in oitice llll councilrnembeLs aie EDr1 Lino Lakes ineinbeLs. CouncilinembeLs not appointed as liaison to othei I'es 2 reQtilaL, 1 woLk sessiou VaLies boaids�coininissions PER�1 MaPlewood ConfeLeuces, ixuleage and food. Option Citc- Code 2 N�r1 Liaison foc PER� Oakdale Ciri* Code 2 ie tilai, 2 woik sho �s 1-2 I'es, Uut not aotin rueuiUeis No UnifoLm/clothuig logo weai allowance - S75 annuall� (rnonogiarnrning is not Otsego included in the S75 - the citt pa��s ioL the inonogcaiuiuuig�. Option toL PERr1 I es 2 15-20 I es Prior Lake No 2 1-2 I'es PER� CoinputeL LeimbuLseruent up to S800 Ramsey once e�-erc teLrn. Health uisuLance at No 2 reQulai, 2 woik session 2-3 Ies theu own cost Elected officials aLe included ui coveiage RoSemount of the 1llimiesota �yJoikeLs' Yes 2 ie ulai, 1 woik session 3 I es Com �ensation Act SaVage Citc- Code 2 ie ulai, 1 woik session 3 I es NO ShoYeVleW Ciri Oiduiauce 2 reQiilaL, 1 wock sho � VaLies I'es PERr1, aunual clinneL with sruall iit White Bear Lake yes 2 �bout 14 No NO Excerpt fi^om the Advisory Board Policy Attendance A membeY shall be expected to maintain a suitable attendance record. Attendance is vital to boaYd service and CityT Council expectations. Because attendance is important, the CityT Council has adopted the following attendance policy: Members shall be automatically removed for lack of attendance. Lack of attendance is defined as: RegularlyT scheduled monthl�T commissions — missing three (3) regularlyT scheduled meetings during a calendar �Tear. All other commissions — missing two (2) regularly scheduled meetings during a calendar yTear. PaYticipation foY 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 mayT appeal the termination byT requesting a hearing before the Cit�T Council �uithin 10 dayTs of notice of termination. A standard commission attendance form shall be used byT all commissions for the staff liaison to YecoYd attendance. The Office of the City C1eYk shall forwaYd the attendance recoYd to the City Council at the end of each June and December for the Council revie�v. Commission members shall notif�T the staff liaison of planned absences 72 hours prior to the meeting missed.