5.12. SR 09-09-2002MEMORANDUM
Item 5. ~ .A. & B.
TO:
Mayor and City Council
FROM:
DATE:
Pat Klaers, City Admin~r~
September 9, 2002
SUBJECT: City Council Schedule
Lately there has been a fair amount of discussion at the staff level regarding the City Council
meeting schedule. Most of the discussion relates to the timing of the City Council meeting
that follows the EDA meeting on the second Monday of the month and the HRA meeting
on the fourth Monday of the month. Recently, the EDA and the HRA meetings have been
rather lengthy. Additionally, there was a special EDA meeting on the third Monday of
August that did not conclude by 6:00 p.m., and therefore caused the City Council meeting to
be delayed. Generally, there are some members of the public in attendance at City Council
meetings and when the EDA and HRA meetings run long, we are seeing frustrated citizens
attend City Council meetings due to the timeliness of the meetings.
Some items for the City Council to consider include having the City Council meet only on
the first and third Mondays of the month; this would allow for only the EDA to meet on the
second Monday of the month and for only the HRA to meet on the fourth Monday of the
month. This would reduce the number of City Council meetings from three to two per
month. The fifth Monday of the month (when there is a fifth Monday) would remain open
for special meetings. Another option for the City Council to consider is requesting the HRA
to meet on another day of the week, rather than Monday, such as the third Tuesday or any
Thursday; and therefore free up this fourth Monday of the month for City Council meetings.
In this manner, the City Council could meet the first, third, and fourth Mondays, and the
EDA, the second Monday of the month.
Council input on possible changes in the meeting day schedule would be appreciated.
Councilmembers are requested to bring their calendars to the September 9, 2002 meeting so
that we can look at the meeting schedule for the balance of the year.
September
Monday, September 16...Planning - Public hearing meeting
Monday, September 23...HRA - 5:00 p.m.
City Council - 6:00 p.m.
Monday, September 30...Fifth Monday of month - NO MEETING
October
Monday, October 7...First Monday of the month -NO MEETING
Monday, October 14...EDA- 6:00 p.m.
City Council - 6:30 p.m. - Agenda includes a joint meeting with HPC
Monday, October 21...Planning- Public hearing meeting
Monday, October 28...HRA - 5:00 p.m.
City Council - 6:00 p.m. - Agenda includes a GIS Presentation
November
Monday, November 4...First Monday of the month - NO MEETING
Monday, November 11...Veterans Day Holiday - NO MEETING
Tuesday, November 12...EDA- 6:00 p.m.
City Council- 6:30 p.m.
Monday, November 18...Planning- Public hearing meeting
Monday, November 25...HRA - 5:00 p.m.
City Council - 6:00 p.m.
Thursday, November 28...Thanksgiving Day Holiday
Friday, November 29...Thanksgiving Day Holiday
Monday,
Monday,
Monday,
Monday,
Monday,
December
December 2...First Monday of the month - NO MEETING or special meeting
for the Truth in Taxation Public Hearing
December 9...EDA- 6:00 p.m.
City Council- 6:30 p.m.
December 16... Planning- Public hearing meeting
December 23...HRA- 5:00 p.m.???
City Council - 6:00 p.m.???
December 30...Fifth Monday of the month - Either NO MEETING or
rescheduled HRA and City Council meetings from December 23.
ORDINANCE NO. 98-1_~
AN ORDINANCE OF THE CITY OF ELK RIVER
AN ORDINANCE AMENDING SECTION 200 OF THE CITY CODE OF
ORDINANCES PERTAINING TO COUNCIL MEETINGS
The City Council of the City of Elk River does hereby ordain as follows:
~ That Section I of the City of Elk River Code of Ordinances
entitled "Regular Meetings" be amended by changing the regular meeting
days of the City as follows:
1. Regular Meetings. Regular meetings of the Council shall be
held on the 2nd, 3rd and 4th Mondays of each calendar month at
such time of day as the City Council shall establish by
Resolution. Any regular meeting falling upon a holiday shall be
held on the next following business day at the same time and
place.
Section 2. That Section 2 of the City of Elk River Code of Ordinances
entitled "Special Meetings," be amended as follows:-
2. Special Meetings.
A. Definition. A "Special meeting" is a meeting that is
held at a time or location that is different than that of
the regular meeting.
B. Calling A Special Meeting. The Mayor or any two
council members can call a special meeting at any time by
giving at least three days written notice to the city clerk.
C. Written Notioe.
i. The written notice must state the date, time,
place, and purpose of the meeting.
ii. The notice must be posted on the principal
bulletin board of the City at least three days before
the special meeting.
iii. The notice shall be given to the official
newspaper of the City for informational purposes.
iv. The notice shall be mailed or otherwise
delivered, at least three days prior to the meeting,
to each person who has filed a written request for
notice of special meetings. As an alternative to
mailing notice to those who have filed a written
request for notice of special meetings, the City may
publish the notice once, at least three days before
the meeting, in the City's official newspaper.
v. The clerk must mail a written notice to each
council member at least one day before the meeting.
E. Calculating the ~,m~er of Days for the Notice. In
calculating the number of days for the notice, the first day
the notice is given is not counted, but the last day (the
day of the meeting) is counted. If the last day is a
Saturday, Sunday, or a legal holiday, that day is omitted
from the calculation and the following day is considered the
last day.
Section 3. That this ordinance shall take effect and be in full force
from and after the date of its publication.
Passed and adopted this 17th day of August, 1998 by the City Council of the
City of Elk River.
ATTEST: /I-~e~ A. Duit-sm~n, M-ay~)r--
'~a~dra .~,. P~ne, City Clerk
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RESOLUTION 98- 89
A RESOLUTION FOR THE CITY OF ELK RIVER
A RESOLUTION ESTABLISHING THE MEETING TIME FOR REGULAR
CITY COUNCIL MEETINGS
Section 200.00(1) of the Elk River City Code establishes the 2nd, .3~,
and 4th Mondays of each calendar month as the regular meeting date
of the Elk River City Council; and
WHEREAS, pursuant to Section 200.00(1), the time of day of the regular City
Council meetings shall be set by resolution.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk
River, Minnesota that the regular meetings of the City Council shah
be set as follows:
Monday
6:30 p.m. or immediately following
adjournment of the regularly scheduled
6:00 p.m. meeting of the Economic
Development Authority
3rd Monday 6:00 p.m.
4th Monday 6:00 p.m.
Passed and adopted by the City Council of the City of Elk River this 17th day of
August 1998.
Sandra A. Peine~ City Clerk
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