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City Council - 01/18/2000 - Workshop APPROVED MINUTES EDEN PRAIRIE CITY COUNCIL WORKSHOWFORUM TUESDAY,JANUARY 18,2000 5:00-6:55 PM, CITY CENTER HERITAGE ROOM H CITY COUNCIL: Mayor Jean Harris, Councilmembers Sherry Butcher, Ronald Case, Ross Thorfinnson, Jr., and Nancy Tyra-Lukens CITY COUNCIL STAFF: City Manager Chris Enger, Parks & Recreation Services Director Bob Lambert, Public Safety Director Jim Clark,Public Works Services Director Eugene Dietz, Community Development and Financial Services Director Don Uram, Management Services Director Natalie Swaggert, and Council Recorder Peggy Rasmussen. I. CALL MEETING TO ORDER Mayor Harris called the meeting to order at 5:30 p.m. II. APPROVAL OF AGENDA III. INVESTMENT POLICY Don Uram explained the proposed updated investment policy, which would reflect current investment standards. These include safekeeping and custody, suitable and authorized investments, investment parameters, and reporting. The policy, as originally written in 1995, contained guidelines on how much of each asset could be purchased. Because of limitations imposed by the policy, the City was not able to purchase more than a fixed amount of securities from the same company. This has the effect of reducing the City's overall rate of return. The new policy has investment parameters that are more flexible. Uram said at some point the City may invest in securities on the Internet. Uram said he would put the policy into a format for presentation to the City Council for adoption at the February 1 Council meeting. IV. BOARDS & COMMISSIONS OPEN HOUSE The Open House is on January 25 from 5:30-7:30 p.m., when Councilmembers, Commission chairs and City liaisons will be available to share information and meet with candidates. CITY COUNCIL WORKSHOP MINUTES January 18, 2000 Page 2 The application period runs through February 11. Candidates will be interviewed by Councilmembers on February 22. There was a discussion on how the Open House should be run and on the recruitment process. V. BOARDS & COMMISSIONS INTERVIEW PROCESS Enger asked Council to decide if it is going to choose all commission chairs and vice chairs. He suggested looking at desirable characteristics in general and then making some appointments for chair and vice chair. Interview questions should be directed to this purpose. If the Council appoints commission chairs, they could be made liaisons to the corresponding boards. Mayor Harris said the Council does not have to appoint the maximum number needed after the first interview. Applicants should be screened carefully and make sure they have the characteristics needed. Questions will be sent to candidates ahead of time and they will be asked to bring written responses with them. Some questions would be based on their responses and others would be general questions asked of everyone. There would be specific questions for each commission or board. The candidates for boards will be interviewed as a group, except the"at large"candidates. Staff liaisons will be present for the interviews. It was decided to have a Workshop night on February 21 dedicated to selecting board and commission members. On February 22 Council will decide who would make strong candidates for chairs and vice chairs. Persons selected should be contacted to see if they would be willing to serve as chairs and if they are able to attend both the board meeting and the commission meeting. VI. BOARDS & COMMISSIONS APPOINTMENT PROCESS A maximum membership of 7 and a minimum membership of 5 is required for 6 of the commissions, and 7 is the required number for the Flying Cloud Advisory Commission. A maximum of 9 and a minimum of 7 members are required for the three boards. Mayor Harris has sent a letter to those members who have time left to serve on a commission or board that is being discontinued or formatted under a new charter inviting them to apply for positions on the new commissions or boards. However, those members would not automatically be placed on a commission or board. Their applications would be reviewed along with all others who have applied. Some of those who have served previously may be selected, but Council is looking for people who are new to serve on boards and commissions. The pool of available candidates should be increased. It was agreed that a letter of invitation would be sent to those who have served less than two terms. Other methods of recruitment suggested were to invite applications from members of various social and civic clubs,the Chamber of Commerce, homeowners' associations and churches. Brochures,with applications enclosed,will be sent to them. CITY COUNCIL WORKSHOP MINUTES January 18, 2000 Page 3 Several notices will be in the newspaper about the Open House on January 25 when applications can be filled out and submitted. The next week there will be a one-quarter page ad about the boards and commissions. Applications can also be picked up at the City Center. VII. OTHER BUSINESS A. Planning Review Process A new format for the planning review process for controversial projects was discussed. The neighborhood meeting, usually held by the developer, would be combined with the Planning Board meeting, so that everybody would get details of the project at the same time. People from the neighborhood will then understand that the Planning Board is not making a decision that night about the project. The Planning Board suggested this at the orientation session. This could be the prototype for controversial issues. Council members could be present as observers. It was recommended that the meeting begin by having the Staff make a presentation on how the City views the project so neighbors get this message first, and Staff can control the meeting rather than the developer. This also makes clear to the public the fact that the City is obligated to bring development proposals to the Planning Board. This educational tool should be included on every project. It was recommended that guidelines be developed to determine what would cause a project to be considered controversial, so if someone questions Council or Staff they can be told what the guidelines are. B. Task Force for Additional Indoor Skating Rink Lambert referenced the Council Forum on December 21, at which representatives of the Eden Prairie Hockey Association asked for a third indoor rink. Council recommended appointing a task force to look into it. The Hockey Association has asked Lambert how members of the task force are going to be appointed. Thorfinnson pointed out that under the new structure task forces are appointed by the Council. At the December 21 meeting it was recommended that members of the task force should include representatives from the Hockey Association, City Council, School Board, etc. Mayor Harris asked Lambert to look at that list and make recommendations to the Council on other groups that should be included on the task force. VHI. COUNCIL FORUM IX. ADJOURNMENT Mayor Harris adjourned the meeting at 6:55 p.m.