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12/14/2006 - City Council RegularAGENDA COUNCIL ORIENTATION RETREAT THURSDAY DECEMBER 14, 2006 5:00 P.M. MOONSHINE PARK I. AGENDA ADOPTION & COMMENTS BY MAYOR-ELECT MAGUIRE II. CITY COUNCIL SEATING ARRANGEMENT III. DISCUSS STANDING COMMITTEES, COMMISSION APPOINTMENTS IV. OVERVIEW MEETING RULES OF ORDER AND OPEN MEETING LAW V. DISCUSS PURPOSE OF A 2007 GOALS RETREAT VI. DISCUSS A PROCESS FOR CITY COUNCIL CHECK-IN AND FEEDBACK ON EXPECTATIONS VII. DISCUSS OUR LEGACY "IF WE COULD LOOK BACK IN 4-YEARS, 2010, WHAT ARE THE FIVE (5) TOP ACCOMPLISHMENTS FOR THE CITY COUNCIL?" VIII. OTHER BUSINESS IX. ADJOURNMENT City of Eagan Memo TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS AND COUNCIL-ELECT BAKKEN FROM: CITY ADMINISTRATOR HEDGES DATE: DECEMBER 4, 2006 SUBJECT: COUNCIL ORIENTATION RETREAT Mayor-Elect Maguire suggested with concurrence by the City Council that a Council Orientation Retreat for the new 2007 Council Elect be held to discuss matters of operating procedures for Council meetings and provide some groundwork for the 2007 Goals Retreat. The City Council approved, Thursday, December 14, 2006 at 5:00 p.m. for the retreat. The retreat will be held at Moonshine Park Retreat Center. DISCUSS STANDING COMMITTEES, COMMISSION APPOINTMENTS Enclosed on pages ~ and ,~ is a list of City Council Standing Committees and Intergovernmental Committees that members of the City Council have served over the past several years. Under the category "Other", there are no appointments expected to any of these items other than Breakfast with the Mayor/Chamber of Commerce, which is an obvious commitment for Mayor-Elect Maguire. The Caponi Property Committee will more than likely not be necessary for 2007; currently, Councilmember Maguire serves as a member on the Board of Directors for the Caponi Art Park and Learning Center. Appointments to the committees and subcommittees customarily take place at the second regular Council meeting in January, under organizational business. OVERVIEW MEETING RULES OF ORDER AND OPEN MEETING LAW Enclosed on pages through ~ for your background is a copy of the official minutes from the January 17, 006 Organizational meeting. Also, the City Attorney Mike Dougherty is planning to attend fora "brief' discussion on the Rules of Order and Open Meeting Law. For y ur information, a copy of the Rules of Order and Open Meeting Law are enclosed on pages through ~. OTHER BUSINESS All other items listed on the agenda are intended as general discussion. It is anticipated that the meeting will adjourn around 7:00 p.m. Thomas L. Hedges City Administrator 2006 CITY COUNCIL SUB-COMMITTEES Finance Committee: Carlson and Geagan Purpose: The Finance Committee meets on an as needed basis (approximately 4-6 times per year) and works on special detailed financial arrangements/projects. Some examples of projects in which the committee has been involved include: - Cedar Grove Redevelopment Finances/TIF - Requests for public financing assistance - Sale/lease back transactions - Community Center/Central Park financing arrangement Public Works Committee: Fields and Maguire Purpose: The Public Works Committee meets on an as needed basis (approximately 2-3 times per year) to address issues relating to local infrastructure (i.e. streets, trails, utilities, drainage, water resources, etc), transportation and traffic operations, and public works service delivery. Some examples of projects in which the committee has been involved include: - Review of pedestrian trail plans in a neighboring community - Neighborhood street signage issues - Long term transportation initiatives Personnel Committee: Geagan and Carlson Purpose: The Personnel Committee meets on an as needed basis (usually one or two times per year) to discuss issues pertaining primarily to labor negotiations; however, on occasion, there have been other more intricate personnel matters in which the committee has been involved. Communications Committee: Maguire and Carlson Purpose: The Communications committee meets on an as needed basis (approximately 2 times per year) to review City communications plans and issues. Some of the projects that the committee is currently reviewing and/or has addressed in the past include: - City Survey topics of emphasis - Marketing needs/emphasis for new facilities (Community Center, Captain's Course, etc.) - Highest and best use for 11.5 mile conduit route and citywide broadband communication needs - Communications initiatives associated with Cedar Grove redevelopment OTHER COMMITTEES ON WHICH COUNCILMEMBERS SERVE Minnesota Valley Transit Authority Board: Tilley The Minnesota Valley Transit Authority (MVTA) Board oversees the operations of the MVTA, which provides public transportation alternatives for residents in Apple Valley, Burnsville, Eagan, Rosemount and Savage. The board meets monthly, usually on the 4`h Wednesday of the month at 4:30 p.m. Operations Committee: Geagan and Carlson Purpose: The Operations Committee met on a regular basis during the construction and opening of the Eagan Community Center to discuss and review the operations of the new Community Center. Now that the Center has been in operation for a few years, the operations committee meets on an as needed basis (approximately 1-2 times per year). a 2006 City Council Subcommittees Page 2 Municipal Legislative Commission (MLC): Geagan The MLC is a group of twelve (12) cities that joined to create a united lobbying effort to protect their interests at the MN Legislature. The communities that participate share common demographic, economic, and tax base characteristics. Lobbying services are provided to the MLC by the firm of Messerli & Kramer. The Board of Directors for the MLC meets on a bi-monthly basis (six times per year), and the City Administrators of the MLC cities meet on them on the where the board does not. Cedar Corridor Committee: Maguire (and Tilley as MVTA Representative) The Cedar Corridor Committee is made of representatives from communities in Dakota County that are impacted by the Cedar Avenue Comdor-a 16-mile long busway from the Mall of America in Bloomington to County Highway 70 in Lakeville, one of the fastest growing areas in the Metropolitan Area and in the State of Minnesota. The Committee meets monthly, usually on Wednesday afternoons from 2:30-4:30 p.m. MSP Noise Oversight Committee -Fields and Dianne Miller The Metropolitan Airports Commission (MAC) established the MSP Noise Oversight Committee (NOC) in August 2002. Its purpose is to bring industry and community representatives together to dialogue about noise issues at the Minneapolis-St. Paul International Airport (MSP) and to bring policy recommendations to the MAC. The group meets every other month, and consists of six city representatives (Eagan is one of those six) and six airport industry representatives. The NOC meets bimonthly on the third Wednesday of the month from 1-4 p.m. Breakfast with the Mayor-Geagan The NDC Chambers of Commerce sponsors breakfasts with the mayor up to one time per month, or as often as the City and Chamber deem appropriate. The breakfasts generally take place from 8-9:30 a.m. at a business in Eagan. Caponi Art Park Committee-Maguire (serves as City representative on the Caponi Art Park Board of Directors) The Committee was formed as the City was in negotiations with the Caponi Art Park for partnership opportunities. It is anticipated that this committee will not need a Council appointment in 2007. School District Liaisons School District #191: Fields and Tilley School District #196: Fields and Tilley School District #197: Fields and Tilley Advisory Commission Liaisons APrC -Councilmember Carlson ARC -Councilmember Fields APC -Councilmember Maguire BETC- Councilmember Tilley 3 Eagan City Council Meeting Minutes January 17, 2006 Page 3 PROJECT 888, CEDAR GROVE PARKWAY TRAIL AND LIGHTING IMPROVEMENTS City Administrator Hedges introduced this item regarding Trail and Lighting Improvements for Cedar Grove Parkway. Traffic Engineer Plath gave a staff report. Steve Grohoski, US Homes, acknowledged an agreement made with the Economic Development Authority. Mayor Geagan opened the public hearing. There being no public comment, he closed the public hearing and turned discussion back to the Council. Councilmember Fields moved, Councilmember Tilley seconded a motion to approve Project 888 (Cedar Grove Parkway -Trail and Lighting Improvements) and authorize the preparation of detailed plans and specifications. Aye: 5 Nay: 0 PROJECT 933, TOWN CENTRE DRIVE / O'LEARY LANE/ GOLFVIEW DRIVE /YANKEE PLACE STREET REVITALIZATION City Administrator Hedges introduced this item regarding street revitalization for Town Centre Drive / O'Leary Lane / Golfview Drive /Yankee Place. City Engineer Matthys gave a staff report. Mayor Geagan opened the public hearing. There being no public comment, he closed the public hearing and turned discussion back to the Council. Councilmember Tilley moved, Councihmember Fields seconded a motion to approve Project 933 (Town Centre Drive / O'Leary Lane /Golfview Drive /Yankee Place -Street Revitalization) and authorize the preparation of detailed plans and specifications. Aye: 5 Nay: 0 2006 CALENDAR YEAR CITY ORGANIZATIONAL BUSINESS ACTING MAYOR Mayor Geagan appointed Councilmember Carlson as Acting Mayor. OFFICIAL LEGAL NEWSPAPER Motion was made by Fields, seconded by Maguire to approve retention of the This Week Newspaper as the City of Eagan's official legal newspaper. Aye: 5 Nay: 0 Eagan City Council Meeting Minutes January 17, 2006 Page 4 CITY COUNCIL MEETING DATES Councilmember Fields moved, Councilmember Maguire seconded a motion to approve the modified 2006 Schedule of City Council mee tings. Aye: 5 Nay: 0 2006 SCHEDULE OF REGULAR CITY COUNCIL MEETINGS JANUARY 3 MAY 2 SEPTEMBER 5 JANUARY 17 MAY 16 SEPTEMBER 19 FEBRUARY 7 JUNE 6 OCTOBER 3 FEBRUARY 21 JUNE 20 OCTOBER 17 MARCH 6* JULY 6** NOVEMBER 9**** MARCH Z1 JULY 18 NOVEMBER 21 APRIL 4 AUGUST 3*** DECEMBER 4***** APRIL 18 AUGUST 15 DECEMBER 19 * March 6 rather than March 7 due to precinct caucus ** July 6 due to July 4"' holiday *** August 3 rather than August 1 due to National Night Out **** November 9 rather than November 7 due to Election Day ***** December 4 rather than December 5 due to Truth in Taxation There will be a Listening Session at 6:00 p.m. before each regular Council meeting. 2006 SCHEDULE OF SPECIAL CITY COUNCIL MEETINGS AND WORKSHOPS JANUARY 10 JANUARY 24 (tentative) FEBRUARY 13* FEBRUARY 28 (tentative) MARCH 14 MARCH 28 (tentative) APRIL 11 APRIL 25 (tentative) MAY 9 MAY 23 (tentative) JUNE 13 JUNE 27 (tentative) JULY 11 JULY 25 (tentative) AUGUST 8 AUGUST 22 (tentative) SEPTEMBER 11** SEPTEMBER 26 (tentative) OCTOBER 10 OCTOBER 24 (tentative) NOVEMBER 14 NOVEMBER 28 (tentative) DECEMBER 11*** * February 13 rather than February 14 due to request of a Council member ** September 11 rather than September 12 due to Primary Election *** December 11 rather than December 12 due to Truth in Taxation 1"'-' Eagan City Council Meeting Minutes January 17, 2006 Page 5 CITY COUNCIL MEETING PROCEDURES Councilmember Fields moved, Councilmember Carlson seconded a motion to acknowledge Robert's Rules of Order as the means to conduct official business at all Regular City Council meetings, approve the changes to the agenda format and further approve the guidelines handout for public participation in the City Council meeting. Aye: 5 Nay: 0 Councilmember Tilley moved, Councilmember Fields seconded a motion to ratify the Council's past practice and policy that during the City Council filing period (July -November, 2006), Visitors to be Heard shall occur for a period of time not to exceed ten minutes and Visitors to be Heard will not be televised during this time. Aye: 5 Nay: 0 Councilmember Fields moved, Councilmember Maguire seconded a motion to formally ratify the practice that at least two members of the City Council must make the request of the City Administrator to place an item on an upcoming City Council agenda. Aye: 5 Nay: 0 COUNCIL STANDING COMMITTEE AND REPRESENTATIVE APPOINTMENTS Councilmember Carlson moved, Councilmember Fields seconded a motion to ratify the standing committee and representative appointments as follows: Aye: 5 Nay: 0 Finance Corrunittee: Councilmember Carlson and Mayor Geagan Public Works Committee: Councilmember Fields and Councilmember Maguire Personnel Committee: Mayor Geagan and Councilmember Carlson Communications Committee : Councilmember Maguire and Councilmember Carlson Community Center /Central Park Operations Committee: Mayor Geagan and Councilmember Carlson Caponi Property Subcommittee: Councilmember Maguire and Councilmember Carlson Minnesota Valley Transit Authority Board: Councilmember Tilley School District #191: Councilmember Fields and Councilmember Tilley School District #196: Councilmember Fields and Councilmember Tilley School District #197: Councilmember Fields and Councilmember Tilley Municipal Legislative Commission: Mayor Geagan Cedar Corridor Committee: Councilmember Maguire It was the consensus of the Council to discuss the 2008 Comprehensive Guide Plan Update Committee at a future work session; and postpone appointment to the ECVB Board of Directors until after the next Board meeting. It was also the consensus of the Council to disband the Caponi Property Subcommittee. Councilmember Maguire will continue to serve on the Caponi Art Park Board at the request of the Board. Mayor Geagan made the following Advisory Commissions liaison assignments: APrC -Councilmember Carlson ARC -Councilmember Fields APC -Councilmember Maguire BETC -Councilmember Tilley MSP Noise Oversight Committee -Councilmember Fields, Assistant to City Administrator Dianne Miller Councilmember Carlson moved, Councilmember Fields seconded a motion to ratify the subcommittee and liaison assignments. Aye: 5 Nay: 0 Councilmember Carlson moved, Councilmember Tilley seconded a motion to disband the Economic Development Commission. Aye: 5 Nay: 0 ABRIDGED VERSION OF ROBERT'S RULES The following are some basics of Robert's Rules of Order, which maybe helpful as the Council conducts business. THE MOTION You may make a motion when you want the group to take some action: to send a letter, to accept a report, to hold a special meeting, to spend money for some special purpose, etc. Introduce the motion by saying, "I move that," followed by a statement of the proposal. You cannot discuss the motion until someone has seconded it. This is done to reduce the number of discussions on a subject in which no one else in the group is interested. THE AMENDMENT Amendments are offered in the same way as a motion. You may offer an amendment when you agree substantially with the motion which has been made but want to make some changes before it is adopted. AMENDING THE AMENDMENT Just as a motion maybe amended, and amendment may also be changed in the same way. As with the first amendment, the second amendment must relate to the motion and the amendment. It is in order only when it relates to both. No more than two amendments may be made to one motion. SUBSTITUTE MOTION The substitute motion is sometimes used when there is a motion and two amendments on the floor in order to save the time of the meeting. If there does not seem to be substantial disagreement with the motion and the two amendments, a substitute motion incorporating all three into one motion may be made and accepted by the chair. Note: If you disagree with a motion or an amendment, you do not defeat it by trying to change the sense of the motion through amendment. You speak against the motion or amendments and urge the membership to vote against them. Then new motions calling for different action maybe made and considered. SPEAHING ON MOTIONS AND AMENDMENTS When you want to speak at a meeting, you raise your hand and ask the chair for the floor. As soon as you are recognized by the chair, you may proceed to speak either for or against the motion or amendments being considered. When several members wish to speak at the same time, these guiding principles should determine the decision of the chairman: 1. The chairman should show preference to the one who made the motion. 2. A member who has not spoken has first choice over one who has already spoken. ~~ 3. If the chairman knows the opinions of members discussing the measure, he/she should alternate between those favoring and those opposing it. MOTION TO TABLE If you wish to postpone or end debate on an issue, you may also make a motion to table. Such a motion is not debatable, and if it is seconded by one other member, the motion must be put to an immediate vote by the chair. The chair may discuss the reason. for tabling with the member. CALLING A QUESTION In order to speed up the meeting and eliminate unnecessary discussion, a member can "call the question." The chair will call for dissent. If you want the motion to be discussed further, raise your hand. If there is no dissent, voting on the motion takes place. VOTING Voting on a motion can be as formal as using written ballots or as casual as having the chair ask if anyone objects to the motion. The most common practice is to call for a show of hands or a voice vote of ayes and nays. Only members present at the time may vote unless the rules of the organization allow for proxies or absentee ballots. A simple majority of votes cast will pass most motions. During elections when more than two candidates are running for an office, your organization rules should specify whether a majority or plurality is necessary. These rules can also call for other requirements depending on the issue on which the vote is held. WHEN THE CHAIRPERSON CAN VOTE Assuming that the chairperson is a member of the organization, he/she has the right to vote whenever a written or secret ballot is used. With any other method of voting, to protect the impartiality of the chair, he/she should vote only when it will change the outcome. POINT OF INFORMATION, OF ORDER If at any time during the meeting you are confused about the business being discussed or if you want the motion that is being considered more clearly explained, you may rise to ask the chairman for a point of information. After you are recognized, ask for the explanation which you desire. If you disagree with any of the chair's rulings, or if you believe that the person who is speaking is not talking about the business being considered, you may raise a point of order and state your objection to the chair. The chair then is required to rule one way or another on your point of order. Prioritized List of Motions (These motions are listed in order ofprecedence. In other words, if a motion is listed above a motion that is being discussed, you can interrupt that discussion to present the, new motion. if it is listed below the motion being discussed, you have to wait until the discussion is complete.) Adjourn When you want to end the meeting, you say, "I move we adjourn." The motion requires a second, is not debatable, and must be put to an immediate vote. It requires a majority vote for passage. Adjournment ends the meeting. Any unfinished business is then considered old business at the next meeting. Recess When you want to suspend the meeting, take a break, or just hold offuntil a specific time before the next regulaz meeting, "I move we recess until ." The motion requires a second, is debatable only as to the time of the resumption of the meeting, and requires a majority vote. The only acceptable amendment is on the time of the resumption of the meeting. End Debate When you want to end debate and put the question being discussed to an immediate vote, you say, "I move we end debate." The motion requires a second, is not debatable, is not amendable, and requires a 2/3 vote. If there is more than one part of the proposal being discussed, i.e., there are amendments, or other motions to refer to a committee, or to postpone, etc., you should specify whether you are moving for a vote on the item under immediate consideration or on all matters pertaining to that question. If there is no objection, the chairman may end debate on his own or at the suggestion of a member. However, if there is an objection from any member, a motion is required to end debate. In S.P.S. (as well as many other student organizations) the phrase "I would like to call the question" is often used instead of a move to end debate. The d~erence between calling the question and ending debate is that calling the question is considered a vote of acclimation. In other words, no vote is necessary unless there are objections to ending debate. Limit Debate When you want to limit debate to a certain amount of time or to a certain number of additional speakers, you say, "I move we limit debate to [a specified number of speakers on each side or a specific time]." If there is more than one part to the proposal being considered, you should specify whether you want to limit debate to just one item under discussion or to all discussion on the main question. The motion requires a second, is not debatable, and requires a 2/3 vote. (The same special restrictions for the motion to end debate hold for the motion to limit debate.) Refer to a Committee When you want to have a smaller group go over what is being discussed before further action, you say, "I move we refer this matter to ." The motion requires a second, is debatable and amendable only as to which committee will handle the matter, and requires a maj ority vote. Business maybe referred to an existing group, i.e. executive committee, advertising committee, weight room committee, etc.; or to an ad hoc committee, which is a committee especially established for a specific purpose and exists until the matter is resolved; or to the committee of the whole (which is a way of saying that the group can consider the matter informally). Usually a matter is referred to the committee of the whole when there is need to discuss a matter before the introduction of a motion. The same effect can be achieved by moving to consider the matter informally or by moving to table the discussion until another time. Motion A motion is the formal proposal of a suggestion for consideration of the group. A motion gives the group something to react to and act on so that there can be a final decision. A motion limits discussion to something definite so that everyone knows what is at stake and what the outcome will be. To make a motion, a member says, "I move that " A second is required and indicates that at least two people feel that the proposal merits consideration. If a second is not given, the item is not discussed, simply because it doesn't have enough support to be considered. To second a motion, a member says, "I second that motion." Amendments Amendments are suggested changes to the motion before the body. They must be germane (which means they must have something to do with the motion being discussed). There can even be an amendment to an amendment, but that's all. Amendments have to be seconded. Once before the group, discussion is limited to the amendment in question. The group votes on a the last amendment proposed and works its way back to the main motion. To amend, a motion a member says, "I move to amend the motion by " Appeal When you want to reverse a decision or ruling of the chairman, you say, "I appeal the decision of the chair (stating the action or decision that is objected to)." This appeal requires a second. The chairperson may explain his or her reason for decision without leaving the chair. The appeal is debatable, is not amendable, requires a majority vote to overrule the chair. The appeal must be made immediately after the decision in question. The chair must recognize all appeals. Withdraw a Motion When you have made a motion and want to withdraw it, you say, "I withdraw my motion," and that's it -- unless discussion has started on your motion. Then it is the property of the body and can only be withdrawn by a motion to permit withdrawal which requires a second, is neither debatable nor amendable, and requires a majority vote. Of course, if no one objects, a motion maybe withdrawn at any time. Division of the Question When you want to consider a motion point by point, you say, "I request the motion be divided as follows ." If the chairman agrees, debate and voting will be conducted on each point, one at a time. If the request is not granted, you may move to divide the question. The rules applying to main motions govern. Division of the Assembly When the results of a vote are unclear or you want a definite count taken instead of a voice vote, you say, "I call for a division of the assembly." You may state if you want a hand count, secret ballot, or roll call vote. If there is a conflict, the chairperson will decide the method of vote. 6~ Robert's Rules of Order Revised - Order of Precedence of Motions Page 1 of 1 ORDER OF PRECEDENCE OF MOTIONS. (Editor's note: This is a modified version of the original, to adapt it to the needs of an online document.] The ordinary motions rank as follows, the lowest in rank being at the bottom and the highest at the top of the list. When any one of them is immediately pending the motions above it in the list are in order, and those below are out of order. the Time to which to Adiourn. U U U ~Aa) Ourn. ~~~ Take a Recess. ~~~ Raise a Question of Privilege. ~~~ Call for the Orders of the Day. ~a~ Lay on the Table. ~~ XO Previous Question. 00~ Limit or Extend Limits of Debate. ~0~ Postpone to a Certain Time. ~0~ Commit or Refer. Main Motion. Columns: 1 -Debatable 2 -Usually Privileged 3 -Not always privileged: a -Privileged only when made while another question is pending, and in an assembly that has made no provision for another meeting on the same or the next day. b -Loses its privileged character and is a main motion if in any way qualified, or if its effect, if adopted, is to dissolve the assembly without any provision for its meeting again. c -Privileged only when made while other business is pending. 4 -Can be amended 5 - Require a 2/3 vote for their adoption; the others require only a majority. http://www.constitution.org/rror/nor--0l .htm 12/3/2002