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08/31/1999 - City Council Special AGENDA SPECIAL CITY COUNCIL MEETING TUESDAY AUGUST 31, 1999 6:00 P.M. EAGAN MUNICIPAL CENTER CITY COUNCIL CHAMBERS I. ROLL CALL & AGENDA ADOPTION II. VISITORS TO BE HEARD III. PROPOSED 2000 GENERAL FUND OPERATING BUDGET IV. REVIEW RULES OF ORDER FOR MOTIONS @ REGULAR CITY COUNCIL MEETING V. REVIEW MVTA STRATEGIC PLAN VI. OTHER BUSINESS VII. ADJOURNMENT MEMO - city of eagan TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: AUGUST 27, 1999 SUBJECT: SPECIAL CITY COUNCIL MEETING/AUGUST 31, 1999 A Special City Council meeting is scheduled for Tuesday, August 31, 1999, at 6:00 p.m. for the purpose of presenting and discussing the proposed year 2000 General Fund Operating Budget. PROPOSED 2000 GENERAL FUND OPERATING BUDGET A copy of the document is enclosed in a separate document for your consideration. The City Administrator's budget memo provides an outline of the actions that are required by the City Council both during September and later when the final budget is to be ratified in December,following the Truth and Taxation Hearings. ACTION TO BE CONSIDERED: To provide direction to the City Administrator regarding the preliminary 2000 General Fund Operating Budget. REVIEW RULES OF ORDER FOR MOTIONS AT REGULAR CITY COUNCIL MEETING At the August 24 Special City Council meeting, action was taken to amend the agenda to address the following three(3)items on that agenda,if time permitted: 1.) How to handle adoption of a regular City Council agenda 2.) How to handle motions at a regular City Council meeting 3.) Discussion regarding the MVTA's Strategic Plan document Time only permitted for a discussion on how to handle adoption of the meeting agenda and by motion of the City Council the additional two (2) items, review rules of order for motions at regular City Council meeting and the MVTA Strategic Plan,were scheduled for the August 31 Special City Council meeting. In response to review rules of order for motions at regular City Council meeting agenda items, the City Administrator has provided a copy of a memo entitled "City Council meeting procedures resource sheet" that was sent to City Council Masin and includes the resource sheet that was adopted during organizational business at the January, 1999 meeting on how the Council will proceed with motions on business items and the agenda format, and a memo dated May 27, 1999 recapping a retreat when the City Council provided additional information on the procedure for handling consent agendas. A copy of the memo to City Councilmember Masin with attachments is enclosed on pages through�. ACTION TO BE CONSIDERED: To provide for review/clarification regarding rules of order for motions at regular City Council meetings. REVIEW MVTA STRATEGIC PLAN City Councilmember Masin asked that a copy of the MVTA Strategic Plan be distributed to the City Council for review. This document was distributed to each member of the City Council on August 20. If any member of the City Council has misplaced their document, feel free to contact the City Administrator's office and an additional copy will be made available. OTHER BUSINESS There are no items to be considered for other business at this time. /S/ Thomas L. Hedges City Administrator MEMO city of eagan TO: CITY COUNCILMEMBER MASIN FROM: CITY ADMINISTRATOR HEDGES DATE: AUGUST 20, 1999 SUBJECT: CLARIFICATION ON COUNCIL DIRECTION REGARDING DISCUSSION OF CONSENT AGENDA ITEMS In response to your voicemail, Jim Sheldon offered the following comments at the City Council meeting regarding your question on the procedure to be followed if a member of the City Council wants to discuss individual items on the Consent Agenda. He said that the Council has adopted various procedures since the beginning of the year and that the latest procedure that the Council has adopted and put into in effect for the last several meetings has been to make motions to remove items from the consent agenda at the time of the adoption of the agenda and to place them on the regular agenda. In response to a question by Councilmember Bakken regarding splitting votes on individual Consent items, Jim said the City Council has generally followed Robert's Rules of Order, with exceptions it has made over the years. He further said that the Council has dispensed with the motion of separating the questions and voting individually on each Consent Agenda item but has traditionally allowed members to register negative votes on specific items. I have enclosed a copy of a memo recapping the Council retreat of May 25. On page two, it is noted that Councilmembers gave consensus to the following procedures to be followed for discussion of Consent items: • If a City Councilmember would like to discuss a Consent item, the motion to adopt the regular agenda would require that the item be pulled from the Consent Agenda and placed either under New Business or Old Business, as agreed by the City Council. • As another choice, if it is the intention of a Councilmember to provide a brief comment on an agenda item, this could occur during the discussion period, following a motion and second, for approval of the agenda. I hope this answers your question regarding the direction taken by the City Council regarding how to handle discussion of Consent Agenda items. City Administrator mk 3 MEMO - city of eagan TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: MAY 27, 1999 SUBJECT: RECAP MAY 25 CITY COUNCIL RETREAT The May 25 City Council retreat was held from 4:30 to 8:15 p.m. at the Fire Administration building. The purpose of the meeting was to discuss the following items: ➢ Check-in/City Council discussion of accomplishments and expectations for retreat. ➢ Value statements ➢ Mission ➢ Goals ➢ Matrix prioritization of goals ➢ Assessment ➢ Agenda settinglaction plan After reviewing the agenda,the City Council agreed that goal setting and prioritization of goals was the highest priority for the retreat. Other items that were listed included: 1)Duties/roles of Council and 2)Round Table and Consent Agenda. Lonnie Helgeson facilitated a discussion of the Council Mission, which included the following: ➢ Represent the City at public functions ➢ Determine needs of community ➢ Improve and evaluate program needs that are of interest/expectation to the community ➢ Provide and secure funding for public service for future, when possible. There were several individual Council Mission Statements offered. These are presented as follows: ➢ "Serve and protect the public with the most effective performance, based on trust and commitment." ➢ "To make Eagan the best place practical in the metro area for businesses and residents to locate by providing quality services and amenities to make Eagan an excellent place to live, work and raise a family." ➢ "To encourage and support the strength and growth of our community by protecting our citizens' assets and creating excellence in community service." 4- ➢ Same as above; however add at the end, "by balancing the needs and expectations of our citizens." The majority of the retreat was spend discussing and prioritizing the 25 goals that were presented by the individual City Councilmembers. After comments and presentation on all 25 goals, each City Councilmember prioritized the goals using a form entitled, "Individual City Councilmembers Goals Prioritization Matrix" as prepared by the facilitator. The City Administrator and facilitator compiled the results. For a copy of the goals prioritization and current status of the top 15 goals, refer to the attachment entitled, "Eagan City Council Goals." At the retreat it was agreed that the City Council would work on the top 11 goals. There was some additional time spent on discussing the Consent Agenda, criteria for Consent Agenda and Round Table. Regarding the Consent Agenda,the following comments were made: ➢ How do we deal with it? ➢ The process for reviewing Consent items is too sloppy and confusing. ➢ Suggestion that Consent items that are to be removed as separate action items would be determined when the regular City Council agenda is adopted. City Councilmembers gave consensus to the following: ➢ If a City'Councilmember would like to discuss a Consent item, the motion to adopt the regular agenda would require that the item be pulled from the Consent Agenda and placed either under New Business or Old Business, as agreed by the City Council. ➢ As another choice, if it is the intention of a Councilmember to provide a brief comment on an agenda item, this could occur during the discussion period, following a motion and second, for approval of the agenda. Regarding criteria for the Consent Agenda, it was agreed, as a guideline, that staff would not place any items on the Consent Agenda that include the following: ➢ The item has never had review or been seen by the City Council. ➢ Do not include controversial issues. ➢ Needs some suggestions from staff/alternatives. ➢ Council may direct staff not to put an item on the Consent Agenda. There was also discussion regarding Round Table, ranging from it should be informational only, restrict any policy action, consider Council reports at beginning of meeting and consider setting a limit, possibly 10 minutes for Round Table whether it occurs at the beginning or end of the meeting. After further discussion,it was agreed to place the Round Table discussion in the parking lot for further consideration. There was some discussion regarding whether the process that allows a motion to be made at the beginning of an item should continue. It was noted that the Dakota Board of Commissioners uses this process, similar to how the City of Eagan is conducting its business, and it has worked very well. There was a brief discussion and no direction was taken to change or place in the parking lot for future discussion when motions are made at regular City Council meetings. This concludes notes from the City Council retreat held on May 25. City Administrator cc: Lonnie Helgeson TLH/vmd AGENDA FORMAT Call to Order 1.1 Mayor customarily tolls city bell and returns toplace at Council table. 1.2 Mayor states,"The Month,Day,Year meeting of the Eagan City Council is called to order." 2. Roll Call 2.1. Mayor states,"The Secretary will please take note of the role." 2.2. If appropriate,Mayor also states,"The Secretary will please note that [Mayor/Councilmember] has provided notice by[written correspondence/telephone message]that [he/she]is unable to attend this meeting. 3. Pledge of Allegiance 3.1. Mayor states,Please rise and join me in the Pledge of Allegiance." 3.2. Mayor leads in the Pledge. 4. Adopt Agenda* 4.1. Mayor states,"The Council will now consider adoption of the agenda." 4.1.1. If no Member requests recognition,Mayor prompts,"Is there a motion to adopt the agenda?" 4.2. Member requests recognition,`Mayor Awada,(may I be recognized) for(the purpose of making)a motion?" 4.3. Mayor recognizes Member,`Member (has the floor)." 4.4. Member makes motion,`Mayor Awada,I make the following motion." 4.4.1. "To adopt the agenda as printed."or 4.4.2 "To adopt the agenda as printed with the following change(s)." 4.4.2.1. "To delete item [item identification letter] under[agenda category]."or 4.4.2.2. "To add item [item identification letter]under[agenda category],which should read, [text of proposed new item]". or 4.4.2.3 "To substitute for item [item identification letter] under[agenda category] the following item,which should read,"[text of proposed item]." 5. Approval of Minutes* 5.1. Mayor states,"The Council will now consider approval of the minutes. Does any Member have any changes on the minutes?" 5.2 Member makes motion with changes. 5.2.1 "To approve the minutes as printed"or "as amended." 6. Visitors to be Heard (10 minute total time limit) 7. Department Head Business* 8. Consent Agenda* 8.1 If items are pulled,it must be by motion, subject to regular motion practice. 9. Public Hearings(7:00 PM)* 10. Old Business* 11. New Business* 12. Legislative/Intergovernmental Affairs Update* 13. Administrative Agenda* 14. Visitors To Be Heard 15. Adjournment* 15.1 Mayor asks,"Is there any further business?" 15.2 If not,"There being no further business, a motion to adjourn is in order." 16. Executive Session *Regular motion practice is observed. Eagan City Council-Procedure and Motion Practice on Business Items L Mayor introduces item =; A. Brief introduction of item. 3I. Staff Report A. Mayor gives staff the floor,"The Council will now hear from[Title and name]for the staff report. B. Staff concludes,"Mayor Awada,that concludes the staff report." C. Mayor,"The Council must now make a motion to flame the item for consideration. What is the pleasure of the Council?" III. Motion A. Member requests recognition from the Mayor. I. "Mayor,(I request recognition)for(the purpose of making)a motion." B. Mayor recognizes Councilmember. I. "Member[member's last name],(for a motion)." C. Member makes motion. 1. "Mayor Awada,I make the following motion." 2. "[text of motion]."(usually ended by,"as printed in the Council packet.") 3. If the motion is not included in the packet,a written sample motion should be prepared for distribution to Members,the Secretary and staff. 4. Similarly,if a business item is one that a Member has added to the agenda,the Member should provide a sample motion for the packet. D. For very controversial items,a Member may move simply to open up the item for public input. 1. In this case,the Mayor asks the Council,"If there is no objection?" 2. If a Member objects,the motion requires a second and is subject to debate. 3. If no Member objects,the Mayor may pronounce,"the motion carries,and the item will now be opened to the public for input." 4. Procedure picks up at VI.B. IV. Second A. Seconding Member need not request recognition or obtain the floor. B. "I second the motion,"or just"second." Procedure goes on to VI. C. If no second is forthcoming,the Mayor asks,"Is there a second to the motion?" 'I. If not,the Mayor says,"Since there is no second,the motion is not before the Council." 2. And then moves to next item or asks,"Is there any further business?" 3. Procedure begins again at M. D. If the motion is out of order,the Mayor makes the appropriate ruling,and procedure begins again at M. V. Revisions may be immediately suggested(in accordance with City policy attached)-see procedure at VIII A. "The motion has been made and seconded,and the item is now framed for consideration by the Council. Before the item is placed before the Council,it will be opened up to the public for input. B. "Does the applicant wish to be heard on this matter?" C. "If there are any present who wish to speak to this item,please come forward to the podium. Please state your name and address,and spell your name for the record." D. Mayor manages public input. Questions or responses from Council Members are not appropriate until the item has been brought back before the Council. E. Mayor continues to prompt for input,"Does anyone else wish to be heard on this matter?" VII.Mayor closes public foram A. If no one else wishes to be heard,Mayor states,"Seeing no one else,the public forum is now closed,and the item will be brought back to the Council. VIII. Before the Mayor States the Question,any Member may suggest a revision A. Members may offer revisions from right after motion is made until the public forum is opened and from after the forum is closed until the Mayor states the question on the motion. 1. Member asks,"Mayor Awada,for a revision?" 2. Mayor recognizes speaker,"Member[last name],(for a revision)." 3. Member asks,`Mayor Awada,would the Member accept the following modification to the motion?" a Speaker states an addition,a deletion,a substitution,or combination thereof. 4. Mayor recognizes maker of motion. S. Maker of the original motion may: a) Decline`Mayor Awada,I decline the modification." b) Accept`Mayor Awada,I accept the modification." (1) If accepted,the person who suggested the modification counts as a seconder. (2) If the modifier is the one who made the original motion,the original seconder must second it. 6. The Mayor states,`The Member has[accepted/declined]the modification." DL Mayor States the Question on the motion A. Mayor states,"The motion has been made and seconded and the motion is now before the Council. B. Once the Mayor has stated the question,finther revisions are out of order. C. Mayor asks,`2s then any discussion?" X. Discussion I. Members may speak 2 times each,with a 2-minute limit each time. 2. Questions and requests for input count against the speaker's time. 3. Members must request recognition from the Mayor before speaking,and all comments and discussion are directed through the Mayor. Even if a question is directed to staff or another Member,the question is asked through the Mayor. (Ex.,"Mayor Awada,is the Member suggesting that...?"or`Mayor Awada,would City Administrator Hedges please clarify what is meant by...?") 4. Maker of motion may not speak against the motion,but the seconder may. S. Maker of motion speaks first;seconder speaks second;other discussion is in the order recognized by the Mayor. XI. Putting the Question A. Once debate appears to have stopped,the Mayor asks,"Is the Council ready to vote on the question?"or"Is there any further discussion?" B. If not,the Mayor says,"Seeing none,the question is now before the Council." 1. This ends debate. At this point,one cannot"explain his or her vote,"since that is the same as debate. C. "All those in favor(of the motion)say aye." D. "All those opposed(to the motion)say no." M. Mayor announces the voting result A. "The vote is is favor and opposed,and the motion is[adopted/lost]." B. "(and staff is directed to take the appropriate action.)" C. After the vote is announced,there can be no further discussion on the item! D. A Member can change a vote up until the Mayor announces the result. After the Mayor announces the vote,a Member can change a vote only with the permission of the Council,either by unanimous consent or adoption of a motion to grant the permission,which is not debatable. E. If the motion is lost,and the business has not been dispensed with,a new motion is in order. Procedure begins anew at III.