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04/13/2009 - City Council SpecialSPECIAL CITY COUNCIL MEETING MONDAY APRIL 13, 2009 5:30 P.M. CONFERENCE ROOM 2A & B - EAGAN MUNICIPAL CENTER I. ROLL CALL AND ADOPTION OF THE AGENDA II. INTERVIEW ADVISORY COMMISSION APPLICANTS III. OTHER BUSINESS IV. VISITORS TO BE HEARD V. ADJOURNMENT SPECIAL CITY COUNCIL MEETING TUESDAY APRIL 14, 2009 5:30 P.M. CONFERENCE ROOM 2A & B - EAGAN MUNICIPAL CENTER I. ROLL CALL AND ADOPTION OF THE AGENDA II. INTERVIEW ADVISORY COMMISSION APPLICANTS III. OTHER BUSINESS IV. VISITORS TO BE HEARD V. ADJOURNMENT Agenda Memo April 13 & 14, 2009 Special City Council Meeting II. ADVISORY COMMISSION INTERVIEWS FACTS: • There are a total of 17 vacancies for Advisory Commission positions, which includes two vacancies on the Watershed Management Organization (WMO), which is not a formal advisory commission, however, the Council has maintained the practice of interviewing the WMO applicants on the same evening as advisory commission applicants. The vacancies are as follows: o Advisory Planning Commission (APC): 4 two year terms, 1 one year alternate term o Advisory Parks and Recreation Commission (APrC) : 4 two year terms, 1 one year alternate term o Airport Relations Commission (ARC): 4 two year terms, 1 one year alternate term o Watershed Management Organization (WMO): 1 three year term, 1 three year alternate term • As a reminder, the City Council took formal action in March 2007 to change the length of Commission terms from 3-year to 2-year terms, with the exception of the WMO. • There are 35 applicants. A chart of the applicant's first, second, third and fourth choice preferences is included in your binder. Twelve of the applicants are incumbents. • Background investigations by the Police Department were conducted on all first time applicants. The Police Department found no reason for any applicant to be precluded from the selection process. • Attendance records for each Commission are attached. • The interview questions are included in your binder. • Also, per direction by the City Council, each applicant will be given a handout prior to the interview that outlines the appointment process. A copy of this handout is attached, along with a description of each Commission for your convenience. • A staff member will be present to greet the applicants, provide the handout and answer any questions. • Due to the number of applicants, the incumbents are being interviewed on Monday evening. Each time slot from 5:30 to 7:20 is filled. All other applicants will be interviewed on Tuesday evening, with each time slot filled from 5:30 to 9:30 with two scheduled breaks. • Should there be any cancellations, every effort will be made to reschedule the latest interview to the earlier available time slot. • Dinner will be available in the conference room at 5:00 p.m. ~ I~ '` o aN a ~ N .e: o o„ a a a a n. u ° N ~ o a o. o. o. o. a z N ~ ~ N -+ O~ Z y Z O Z O Z O V p 0'+ Z Z ~ ~ ~ N ~ ~ ~ ~ ~ ~ N ~ ~ a o. a ~ o . W 0. Z O z N O ~ a n. ~ ~- s.. d ~' N 3 3 ~ ~ ~~ ~ ~ Q W ~ N ~ ~'" H ~ . oID a 4. W 0. ~en o a a ~o N ~o a a a a a a ~° N a °' a o °' °' a ~ N a o- ~ a n. a a ~ N ~ ~ ~ a d ~~ ~ - ~ ,~ ~ 'w rya wcn ~ v , C a~ a~ r. w y 7 W II W d Q Q C a> a a Advisory Planning Commission Attendance from April 2008 -March 2009 March 25, 2008 -Chair Hansen, Members Filipi, Feller, Chavez, Dugan, and Heaney Absent -Keeley &Zoberi April 22, 2008 - Present were Chair Hansen, Members Filipi, Chavez, Dugan, Zoberi, Keeley, and Heaney. Absent -Feller May 27, 2008 -All were present. June 24, 2008 -Present were Vice Chair Chavez, Members Keeley, Filipi, and Heaney. Absent -Zoberi, Jensen, Dugan, Hansen July 22, 2008 -Present were Chair Hansen, Vice Chair Chavez and Members Jensen, Filipi, Heaney, and Dugan. Absent -Keeley, Zoberi August 26, 2008 -Present were Chair Hansen, Members Chavez, Keeley, Filipi, Heaney, Dugan (arrived at 6:35 p.m.), and Jensen Absent -Zoberi September 23, 2008 -Present were Chair Hansen, Members Keeley, Heaney, Zoberi, Jensen (arrived at 6:33 p.m.), Dugan (arrived at 6:33 p.m.) and Chavez. Absent -Filipi October 28, 2008 -Present were Chair Hansen, Members Keeley, Filipi, Zoberi, Heaney (arrived at 6:31 p.m.), Jensen, Dugan (arrived at 6:31 p.m.) and Chavez. November 2008 -Chair Hansen elected to the City Council November 25, 2008 -Present were Vice Chair Chavez, Members Keeley, Filipi, Zoberi, Heaney, Jensen, and Dugan. December 18, 2008 -Present were Vice Chair Chavez, Members Keeley, Filipi, Heaney, Jensen, and Dugan. Absent -Zoberi January 27, 2009 -Present were Vice Chair Chavez, Members Keeley, Filipi, Zoberi, Heaney, and Dugan Absent -Jensen February 24, 2009- no meeting March 24, 2009 - Present were Vice Chair Chavez, Members Filipi, Zoberi, Heaney, Dugan and Jensen. Absent -Keeley ADVISORY PARKS COMMISSION 2008-2009 MEETING SCHEDULE NAME May 19 Jun 16 No mt9 July 14 Aug 18 work snoP onry Sept 15 Oct 20 Nov 17 Dec 15 No Mtg Jan 15 Thurs Feb 12 No Mtg Mar 16 Apr 20 Thor Anderson X X O* X X X X X Phil Belfiori X X X X X X O* O* Jennifer Dahlquist X X X X O* X X O* Bruce Goff (Alternate) O* X X X X X X X Laurie Halverson X X O X X X X X Duane Hansen X X X X X X X X Dorothy Peterson X X X X X X X X Ryan Zipf X O* X O* X X X X X =present O =absent O* =notified staff of absence prior to meeting ~ Recreation Sub-Committee Natural Resources Sub-Committee Acctuisition/ Ryan Zipf Phil Belfiori Development Sub-Committee Jennifer Dahlquist Duane Hansen Dorothy Peterson Thor Anderson Laurie Halverson UPCOMING MEETINGS: OPEN ISSUES: ^ Alternative Funding Gerry Engelke Jeff Sluiter Wayne Sames January 16, 2008 X X X March 19, 2008 X X X June 18, 2008 X X X September 17, 2008 X 0 X December 10, 2008 X X X 2009 ADVISORY COMMISSION APPOINTMENT PROCESS Thank you for volunteering to serve on a City of Eagan Advisory Commission. The following is an outline of what you can expect of the appointment process -beginning with tonight's interview to when the appointees will take their seats on the Commissions. City Council Interviews Advisory Commission Applicants -April 13 and Apri114 The City Council will be interviewing 35 applicants Monday and Tuesday evenings to fill 17 vacancies. The applicants range from incumbents on the Commissions to persons looking to get involved for the first time. Each interview will last approximately 10 minutes. Recognizing that there are more applicants than vacancies, you are encouraged to tell the Council if you are willing to serve on a Commission that may not be your first choice. The work done by all of the Commissions is very important, so if you are willing to be flexible on the commission to which you could be appointed, the City Council would be most appreciative. City Council Makes Appointments to Commissions -April 21 The City Council will be making their Advisory Commission appointments at the Apri121, 2009 City Council meeting. In keeping with our usual process, the Councilmembers will each vote via individual ballots on their choices for each of the Commissions. Once the votes are tallied, those appointed to the Commissions will be announced at the meeting. You are welcome to attend the Apri121 Council meeting, or you can watch the meeting live on cable channel 16 or via the City of Eagan website at www.cityofea~an.com (click on "News and Events" and then "Watch Videos" to see the meeting being webstreamed live). City Notifies Applicants of Appointments - Apri123-24 A letter will be mailed to your home on Apri123 or 24 to inform you if you were appointed to a Commission. If you didn't get a chance to watch the Council meeting, you may also fee free to call Mira Pepper or Mary O'Brien in the City Administrator's office at 651-675-5001 to learn if you were appointed. If you. are appointed to a Commission, you will receive a New Commissioner Orientation Packet in advance of your first meeting. New Commission Members Assume Duties -April / May 2009 The following schedule of when new Commissioners will first meet with the Commissions, as well as a note in parenthesis of the Commission's typical meeting night: Advisory Planning Commission (APC) -Tuesday, May 26 at 6:30 p.m. (4'h Tuesday of the month) City Council Chambers Advisory Parks and Recreation Commission (APrC) -Monday, May 1 lat 7 p.m. (2nd Monday of the month) City Council Chambers Airport Relations Commission (ARC) -Tuesday, May 12 at 7 p.m. (2"d Tuesday of the month) City Council Chambers WMO -Wednesday, June 17 at 4:00 p.m. (3rd Wednesday of the month) Moonshine Park Retreat Center IF YOU HAVE ANY QUESTIONS ABOUT THE APPOINTMENT PROCESS, PLEASE CALL THE CITY ADMINISTRATOR'S OFFICE AT 651-675-5001 Airport Relations Commission Estabiishment: The Airport Relations Commission was established in 1988. The Commission derives its authority from Section 2.50 of the City Code. Purpose: Theis volunteer Commission serves as an advisory board to the City Council on the issues of aircraft noise and airport policies that impactor have the potential to impact the community. Membership: Seven (7) members-at-large are appointed by the City Council to serve staggered two-year terms. One (1) alternate is also appointed for a period of one year and has all the powers and duties of a regular commission member during the absence or disability of a regular member. The City Administrator serves as an ex-officio member of the Airport Relations Commission. Chair and Vice Chair: The Chair, Vice-Chair and Secretary are chosen from and by the commission to serve for the current year. Staff Liaison: Dianne Miller, Assistant to the City Administrator Meeting Freauency: Meetings are held the 2"d Tuesday of each month at 7:OOp.m. Advisory Piannina Commission Establishment: The Advisory Planning Commission was established in 1983. The Commission derives its authority from Section 2.51 of the City Code and relevant state statutes. Puraose: This volunteer Commission serves as an advisory board to the City Council on development matters usually involving land use, zoning and subdivision regulations. Membership: Seven (7) members-at-large are appointed by the City Council to serve staggered two-year terms. One (1) alternate is also appointed for a period of one year and has all the powers and duties of a regular commission member during the absence or disability of a regular member. The City Administrator serves as an ex-officio member of the Advisory Planning Commission. Chair and Vice Chair: The Chair, Vice-Chair and Secretary are chosen from and by the commission to serve for the current year. Staff Liaison: Mike Ridley, City Planner Meeting Frequency: Meetings are held the 4th Tuesday of the month at 6:30p.m. Workshops are scheduled for the 2"d Thursday of the month at 5:30p.m. Advisory Parks and Recreation Commission Establishment: The Advisory Parks Commission was establisfied in 1983. The Commission derives its authority from Section 2.52 of the City Code. Purpose: This volunteer Commission serves as an advisory board to the City Council on the acquisition of park sites and facilities, park programs, operations of public parks, park budgets and general development of recreational facilities within land developments. Membership:. Seven (7) members-at-large are appointed by the City Council to serve staggered two-year terms. One (1) alternate is also appointed for a period of one year and has all the powers and duties of a regular commission member during the absence or disability of a regular member. The City Administrator and Director of Parks and Recreation serve as ex-officio members of the Advisory Parks Commission. Chair and Vice Chair: The Chair, Vice-Chair and Secretary are chosen from and by the commission to serve for the current year.. Staff Liaison.: Juli Johnson, Director of Parks and Recreation Meetinct Frequency: Meetings are held the Monday prior to the second City Council meeting (usually the 2"d Monday of the month) 7:OOp.m. Gun Club Lake Watershed. Management Organization (WMO) *The Cify of Eagan appoints managers to the Gun Club Lake WMO as part of a joint powers agreement with Mendota Heights and Inver Grove Heights. The WMO ~is not a City Council advisory commission. Establishment: In 1982, the Legislature approved the Metro Surface Water Management Act, Chapter 1 a3B of Minnesota Statues. The act required local units of government in the seven-county metropolitan area to prepare and implement comprehensive surface water management plans through membership in a WMO. In response to the Legislation, the Gun Club Lake WMO was created in 1985. Purpose: The WMO is a joint powers organization of the cities of Eagan, Mendota Heights, and Inver Grove Heights. Funding for the WMO is provided by each of the member cities. The mission of the WMO is to enhance member comrnunit'res' abilities to protect, preserve, and improve surface water and groundwater quality and management. Membershia: Three (3) managers-at-large are appointed by the Eagan City Council to serve staggered three-year terms. One (1) alternate manager is also appointed for a period of one year and has all the powers and duties of a regular manager during the absence or disability of a regular manager. Chair and Vice Chair: Each year, the WMO Board elects a chair, vice-chair, secretary, and treasurer from its managers. Staff Liaison: Eric Macbeth, Eagan's Water Resources Coordinator, serves as administrator to the WMO. Meetinu Frequency: The WMO meets on the 3`~ Wednesday of every other month.