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City Council - 02/06/2001 - Workshop APPROVED MINUTES EDEN PRAIRIE CITY COUNCIL WORKSHOP/FORUM TUESDAY, FEBRUARY 6,2001 5:00-6:55 PM, CITY CENTER HERITAGE ROOMS I&H CITY COUNCIL: Mayor Jean Harris, Councilmembers Sherry Butcher,Ronald Case,Jan Mosman, and Nancy Tyra-Lukens CITY COUNCIL STAFF: City Manager Chris Enger,Parks &Recreation Services Director Bob Lambert,Public Works Services Director Eugene Dietz,Public Safety Services Director Jim Clark, Community Development and Financial Services Director Don Uram,Director of Management Services Natalie Swaggert, IT Coordinator Mike Huffer,IT Manager,Lisa Wu, City Attorney Ric Rosow, and Recorder Lorene McWaters VISITORS: Lyle Wray,Executive Director of the Citizens League;Lisa Sisinni,Eden Prairie Chamber of Commerce President; Scott Thiss,Eden Prairie Chamber of Commerce Past Chair;Bill Horn, Eden Prairie Chamber of Commerce; Joe Stoebner,Eden Prairie Chamber of Commerce Chair Elect; Joe Smith,Flying Cloud Airport Commission; Jeff Strate,Friends of Birch Island Woods; Geri Westermann,Friends of Birch Island Woods I. CALL MEETING TO ORDER—MAYOR JEAN HARRIS Mayor Harris called the meeting to order at 5:07 p.m. H. APPROVAL OF AGENDA III. &GOVERNMENT Lyle Wray, Executive Director of the Citizen's League, gave a PowerPoint presentation entitled"eGovernment: From in Line to Online." Wray reviewed ways in which eGovernment is used to enhance access to and delivery of government services to benefit citizens,businesses and employees. Topics included communications between governmental organizations, government and business, and government and citizens. Wray stressed that any eGovernment initiative can only be as good as its underlying IT systems. Wray mentioned a current Sloan Foundation project that involves a web-based citizen complaint system. This program is being tested by several Twin Cities communities. City Manager Chris Enger noted that while the City has had a web site for several years,it is mainly a Phase I(informational) site. In order to implement a Phase H(interactive) site, staff needs direction and support from the Council. Councilmember Case suggested reviving a telecommunications (or technology) committee to address these issues with membership consisting of one or two Councilmembers and Service Area Directors. Mayor Harris said rather than having a single Councilmember be involved with largely a staff technology committee,that the entire Council needs to be involved in the policy decision making process. COUNCIL WORKSHOP MINUTES February 6, 2001 Page 2 Case said the City currently has the opportunity to partner with the School District in laying the groundwork for a joint portal through which residents could access both City and School information and services. V. OTHER A. COUNCIL E-MAIL Enger said he had talked with some other communities about how their Councils handle e-mail. Enger said some Councils have agreed that their Mayor responds to e-mail communications that are sent to all Councilmembers. Enger also clarified the differences between government data,public information, and private communications based on information provided by City Attorney Ric Rosow. Rosow indicated that correspondence from an individual to one or more Councilmembers is considered private data;however it is also government data and must be retained according to the rules set forth in the Minnesota Data Practices Act. It was decided that staff will not have access to e-mail and will not open,print or file Council e-mail unless specifically asked to do so. Groupwise retains an archival copy of all e-mails, so it was decided this would be the official means of record retention. Enger asked how the Council wishes to handle correspondence that comes in through the All Council mailbox. Councilmember Case said there should be a minimum response level, something to let individuals know their mail has been received and read. Councilmember Tyra-Lukens said she thinks it makes sense for Mayor Harris to take the initiative on responding to All-Council e-mails. It was agreed that Mayor Harris will be the official responder to All-Council e-mails. As in the past,the Mayor will forward correspondence best addressed by staff on to the appropriate individual and all Councilmembers will receive copies of responses. VI. COUNCIL FORUM A. EDEN PRAIRIE CHAMBER OF COMMERCE Chamber member Bill Horn said the Chamber wished to address the Council regarding the proposed Flying Cloud Airport expansion. He noted the Chamber has taken an official position in favor of the expansion. He and other members of the Chamber were concerned because they had been informed that the Council would hear only from opponents of the expansion at the February 10 public meeting. Also commenting on the Chamber's pro-expansion stance were Scott Thiss, Lisa Sisinni, and Joe Stoebner. They expressed the following concerns: • The Council would be getting a skewed perception on the airport issue if only anti-expansion views are presented at the February 10 meeting • A lawsuit by the City to attempt to stop airport expansion would send an anti- business message • The cost of such a lawsuit would fall mainly on businesses COUNCIL WORKSHOP MINUTES February 6, 2001 Page 3 • Flying Cloud Airport is a community resource that needs to be improved • It is unwise to "pick a fight"with another government agency • An expanded airport would enhance a competitive business environment and help lure businesses to Eden Prairie Bill Horn advised the Council to look for a win-win situation, and to work toward a negotiated settlement. Lisa Sisinni said she thought it would be beneficial for the Council to hear all new information (including pro-expansion) on the airport issue to ensure an informed decision making process. Councilmember Case said he disagreed and that the Council had "been there and done that." He said the Council represents all of Eden Prairie, while the Chamber represents only pieces of the community. Mayor Harris pointed out that the Council would be looking at all alternatives to oppose expansion, not just litigation. Councilm.ember Butcher asked the Chamber to remember that the February 10 meeting is not the only way to get information to the Council and urged them to use e-mail and other means of communication to get convey their opinions. Joe Smith, member of the Flying Cloud Airport Advisory Commission, raised a concern that as an invited organization, the Commission would be allowed only to present anti-expansion views. He noted that there are members of the Commission who are pro-expansion. Rosow indicated that this matter would be addressed during the Council Meeting. B. FRIENDS OF BIRCH ISLAND WOODS—JEFF STRATE Mayor Harris invited the Friends of Birch Island Woods to speak during the regular Council Meeting since there was no time left in the Workshop. VIH. ADJOURNMENT Mayor Harris adjourned the meeting at 6:58 p.m.