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HomeMy WebLinkAbout01 03 11 City Council minutes MOTION BY HEDBERG, SECONDED BY KEENEY T O APPROVE THE AGENDA AS MODIFIED. VOTE: Ayes by My ser, Erickson, Hedberg, Keeney and Soukup . The motion carried. APPROVAL OF MEETING MINUTES MOTION BY ERICKSON, SECONDED BY HEDBERG TO APPROVE THE DECEMBER 20 , 2010 , MEE T ING MINUTES AS PR E SENTED. VOTE: Ayes by Myser, Erickson, Hedberg and Keeney. Souku p abstained as she was not in office at the time of the meeting. The motion carried. CONSENT AGENDA City Manager Boyles reviewed the items on the consent agenda. A. Consider Approval of Invoices to be Paid . B. Consider Approval of Resolution 11 - 001 A ccepting Scott Watershed Management Organization (SWMO) Grant to Construct a Water Reuse System at the Ponds Park Athletic Complex. C. Consider Approval of Taxicab License Renewal for Southwest Metro Taxi. D. Consider Approval of Resolution 11 - 002 Suppo rting Regulation of the Manufacture, Distribution and Possession of Synthetic Marijuana. E. Consider Approval of Resolution 11 - 003 Approving the 2011 - 2013 Professional Engineering Services Consultant Pool. F. Consider Approval of Resolution 11 - 004 Autho rizing Dispatch and Use of Prior Lake Fire Department Equipment and Services by the Fire Chief for Mutual Aid Calls and Authorizing Participation in the Minnes o ta State Fire Chiefs Fire Service Intrastate Mutual Aid Plan. G. Consider Approval of Resolut ion 11 - 005 Approving Participation in the Scott County Sentencing to Service Program and Authorizing the Mayor and City Manager to Execute the Joint Powers Agre e- ment Between Scott County and the City of Prior Lake. H. C onsider Approval of Resolution 11 - 0 06 Authorizing the Mayor and City Manager to Sign a Revised Agreement with the Scott Soil and Water Conservation District for the 2010 - 2012 S cott County Joint Storm Water Education Program. I. C onsider Approval of Resolution 11 - 007 Approving a Change Or der for the 2011 Water Quality Mai n- tenance and Retrofit Project (City Project #11 - 012). J. Consider Approval of Resolution 11 - 008 Naming the Conservation Easement Area at Jeffers Pond . K. Consider Approval of Resolution 11 - 009 Accepting a Technical As sistance Planning Grant from the Scott County Development Agency. L. Consider Approval of Resolution 11 - 010 Accepting a Community Forest Bonding Grant from the Minnesota Department of Natural Resources. Councilmember Hedberg requested that items 6B, 6E , 6I and 6L be removed from the consent agenda. MOTION BY ERICKSON, SECONDED BY SOUKUP T O APPROVE THE CONSENT AGENDA AS MO D- IFIED. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. Comments: Hedberg: Commented regarding 6B that it is u nique to be awarded a grant to reuse stormwater ; and the project will allow use of stormwater to irrigate some of the fi e lds at the Ponds. If successful, the co n cept may be expanded to more fields and further reduce the use of groundw a ter. 2 01 03 11 City Council meeting minutes Keeney : Asked how much less water is anticipated to be drawn from the municipal sy s tem. Bintner : 900,000 gallons per year. Keeney : Asked if the City applies any billing from one department to another for water use. Albrecht : Replied that the C ity does not bill back to itself. Added that this amount is about 1% of the C ity’s water use. Keeney : Asked if there is an immediate payback by not spending money to pump it out of the ground . Albrecht : Affirmed there is a savings associated with not pumping, especially during peak season, as there will be less wear and tear on equipment. Commented that staff will attempt to assign a dollar value to the sa v- ings. Myser : Noted that the retail rate is $ 3.65 per thousand gallons . Hedberg : Commented regarding 6 E that staff identifies specialist consulting organizations that are known to be qualified so the City knows it will receive qualified, competitive bids on projects. Asked if any different co n- sultants are included with this proposal. Albrecht : Responded that the City is changing from 11 separate engineering categories to four as specia l ties that overlapped were condensed. Noted that about 25% of the consultants proposed for the pool will be diffe r- ent from the last approved pool. Hedberg : Regarding item 6 I, asked for a summary of awards and associated im plic a tions. Bintner : Replied that grants received are the benefit of our relationship with the Watershed as they pooled projects together and applied on the City’s behalf for grants from the Clean Water Legacy and others. Two di f- ferent grant opportunities through the Watershed are allowing the City to receive $1 49,000 , and potentially more , to be used to expand projects that meet our clean water goals and reduce some of the City’s cost . Hedberg : Note d this will be used to expand the scope of this year’s pond cleaning projects to 12 ponds. Keeney : C ommented that the Council discussed the philosophy of applying for grants in a work session and this is example of success in grant applications. Thanke d the staff who worked on grants that allowed this sa v ings of City funds. Hedberg : Regarding 6L, commented that the forest bonding grant will have significant long - term benefits for the City. Kansier : Stated that it is an opportunity to using the state bonding mechanism to purchase 700 trees that will be planted on seven miles of roadway throughout the City. A w ide variety of species will be planted and it will help in replace ment of trees that will be lost to Emerald Ash Borer. Hedberg : Agreed this will be a way to get ahead of the upcoming loss noting that the u rban forest is a s set to the City. Keeney : Asked if there is a way for people to learn if their street is on the list to receive some of the trees . Kansier: Replied that residents can contra ct either her or Parks Supervisor Friedge s . MOTION BY HEDBERG , SECONDED BY KEENEY TO APPROVE : B. CONSIDER APPROVAL OF RESOLUTION 11 - 001 ACCEPTING SCOTT WATE RSHED MANAG E MENT ORGANIZATION (SWMO) GRANT TO CONSTRUCT A WATER REUSE SYSTEM A T THE PONDS PARK AT HLETIC CO M PLEX. E. CONSIDER APPROVAL OF RESOLUTION 11 - 003 APPROVING THE 2011 - 2013 PROFESSIONAL E N- GINEERING SERVICES C ONSULTANT POOL. I. CONSIDER APPROVAL OF RESOLUTION 11 - 007 APPROVING A CHANGE O RDER FOR THE 2011 WATER QUALITY MAI N TENANCE AND RETROFIT PROJECT (CITY PROJEC T #11 - 012). L. CONSIDER APPROVAL OF RESOLUTION 11 - 010 ACCEPTING A COMMUNIT Y FOREST BONDING GRANT FROM THE MI N NESOTA DEPARTMENT OF NATURAL RESOURCES. 3 01 03 11 City Council meeting minutes VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. PRESENTATION Beyond the Yellow Ribbon. City Manager Boyles introduced Dawn Buhain of Beyond the Yellow Ribbon - South of the River. Buhain pr o- vided information about the organization ; its membership and objective to build a network to meet the needs of service members and military families. She informed the Council of the organization’s upcoming activities. Mayor Myser read the proclamation. Comments: Erickson : Commented that whole families are affected when one of their members are in the military. This group can help coordinate efforts between neighbors and commun i ties. Buhain : Added that people can contact the organization by emailing btyrsouthoftheri v er@gmail.com . Myser : W ished them well. Thanked them for taking initiative to provide this service for the community and its service members. Schedule for the New Jobs Access Reverse Commute (JARC) Bus. Building and Transit Services Director Kansier reported that today was the first day for t he reverse co m- mute bus to provide service. Stated the City’s share of the cost for the nearly $500,000 coach bus was $ 61,000 and the remainder was paid by the City of Shakopee and grants . Stated that morning and afte r noon outbound routes have been expand ed and five reverse routes including a mid - day bus have been added . D e- scribed the route taken by the buses and noted that the schedule will be expanded in March to serve the SMSC and a stop in Burnsville is being considered. Ridership has been increasing steadily and it is b e lieved this JARC bus route will increase ridership to get people out of their cars and into the buses. Comments: Erickson : Asked if stops are made at the 46 Street transit station in Lakeville . th Kansier : A ffirmed. Erickson : Noted that a rider c an transfer to buses to nearly anywhere in the metro area from that there . Soukup : T hanked staff for submitting the grant applications and saving money for the City. Hedberg : Concurred that more buses and routes will mean increased ride rship and that steady progress has been made in that direction . PUBLIC HEARING No public hearing was scheduled. OLD BUSINESS Consider Approval of a Resolution Authorizing Annexation of the Land Commonly Known as the Sv o- boda Property. Community Dev elopment and Natural Resources Director Parr described the property. Stated that the 2003 Orderly Annexation Agreement anticipated that th is property would have been an nexed in 2004, but s ewer and water infrastructure needs to be within 150 of a subject p roperty before annexation can be impl e- mented. This site did not have water and sewer within that distance in 2004. Considerations for anne x ation at this time include that the site is within the City’s wellhead protection area and there are co n cerns about cont a- mina tion from this site. Also, the s ite i s along the CR 21 corridor and serves as a gateway to the City. Anne x- ation will allow for restrictions and regula tions to be established and enforced. The annexation process aut o- matically zones a property R - 1 and this property will need to be rezoned. Financial impacts to the City as a r e- 4 01 03 11 City Council meeting minutes sult of this annexation include tiered discounts on property taxes as well as e n forcement to clean up possible cont a mination . Comments: Keeney : C larified that separate action will be required in order to rezone the site . Asked if this will be compa t- ible with existing uses. Parr : Currently this site is zoned as I - 1 by the County . T he City’s 2030 Comprehensive Plan calls out uses for this site that is not compatible wit h industrial zoning. This site is contiguous to C 2 property . Keeney : Asked if the City wanted to keep it industrial, would the City have zoning that is comparable to cu r- rent zoning. Parr : Replied there is industrial zoning in Deerfield; however, the City’s industrial park has a different appea r- ance than this site so the City will seek ways to bring the property into compliance with appearance . Keeney : Asked how existing landowners feel about annexation. Parr : Replied that they know the property is p art of the orderly annexation agreement and have not been sure of the timing. Keeney : Asked if the existing billboard will b ecome non - conforming . Parr : Replied she is unsure of status of the billboard. Noted the s ign ordinance does not allow for billboa rd use. Pace : Added that orderly annexation provides that while the property is in the township, the County ordi n- ances control; but upon annexation, Prior Lake ordinances c ontrol. Keeney : Asked if the sign ordinance is a zoning ordinance and whether the billboard could be grandf a thered in as a non - conforming use. Pace : The sign ordinance is a zoning ordinance. Keeney : W ondered if the City will be obligated to get rid of it. Pace : T he Ci ty does not have the authority to amortize legal non conformin g use s . Need to learn whether it was legal when it was erected and is in compliance with County ordinances . If it was , the n presumably it will be a legal non - conforming use. Erickson : Will support. Questioned whether it should be rezon ed now or lat er. Parr : Replied that rezoning will be brought back to Council, but direction would be helpful. Erickson : Stated he would like to direct staff to perform an analysis of annexing area 6.2. Referred to a letter received from Spring Lake Township aski ng the City to do so . Believes it would be advantageous to the City to annex 6.2 and believes that increased property values of connecting to sewer infrastructure will support the assessment that will be necessary. Believes it will allow the City to co ntrol more of the lakeshore of Spring Lake for environmental reasons. Soukup : W ill support. Asked if testing was done on the “health” of the site to learn whether there will be i s- sues to take care of. Albrecht : Replied the City is not aware of any i ssues at this time. Two monitoring wells are scheduled to be installed in the area and they will be tested for contaminants as part of the yearly protocol . Abandonment of the existing well and septic system will be required and the water on the site will be tested for contaminants. City received a Department of Health grant to assist with abandonment of industrial park properties in the wel l- head area. Hedberg : W ill support. Stated the Council has known that with the extension of utilities, this land is ready for redevelopment. Commented that the owner of property is apparently moving operations , which is an impetus to have annexation take place. Agreed the City s hould look at area 6.2 , as it is nearly the last private septic area on the lakes. Myser : Asked what other areas have passed the anticipated dates listed in the Orderly Annexation Area. B e- lieves the Orderly Annexation Committee should review such sites and provide a report to the Cou n cil. Asked for clarification on w hat may resul t in costs. 5 01 03 11 City Council meeting minutes Parr : Replied the site has a conditional use permit from the County and staff has been told there have been enforcement issues . Stated that if the City must do enforcement, there are staff costs and possible le gal costs . Myser : Asked if the C ounty rules are more lenient than the City’s. Parr: Replied that the County has its own conditions. The City inspects its CUP sites annually to assure co m- pliance so the City might be more restrictive in that regard. MOTION BY HEDBERG, SECONDED BY KE ENEY TO APPROVE RESOLUTION 11 - 011 ANNEXING PROPERTY FROM SPRING LAKE TOWNSHIP INTO THE CITY OF PRIOR LAKE (DOCKET #0A - 967) VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. M otion by Hedberg, seconded by Erickson to direct staff to work with the Orderly Annexation Committee to get an update on the overall status of the Orderly Annexation Agreement and address issues raised in the D e- cember letter from the Spring Lake Township; come back with analysis and recommendation for Or derly A n- nexation Agreement area 6.2 within 90 days. Pace: Commented that she and staff have been working on such issues and are nearly ready to bring it to the Council . Parr : Concurred. Hedberg : A mended the motion to direct that a report be brought to the Council by the February 21, 2011 meeting. Erickson : Second ed to the amendment . MOTION BY HEDBERG, SECONDED BY ERICKSON TO DIRECT STAFF TO WORK WITH THE O R DERLY ANNEXATION COMMITTEE TO GET UPDATE ON OVERALL STATUS OF THE ORDERLY ANNEXATION AGREEMEN T AND ADDRESS ISSUES RAISED IN THE DECEMBER LETTER FROM THE SPRING LAKE TOWNSHIP; COME BACK WITH ANALYSIS AND RECOMMENDATION FOR ORDERLY ANNEXATION AREA 6.2 BY THE FEBRUARY 21, 2011 CITY COUNTIL MEETING. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. NE W BUSINESS Consider Approval of Annual City Council Appointments. City Manager Boyles listed the areas of business to be conducted at the annual meeting including a p proval of a fee schedule, review of bylaws and appointmen t to committee assignments. Mayor Myser recommended the appointment of Councilmember Erickson as Acting Mayor. City Manager Boyles reviewed the remaining proposed appointments. Comments: Hedberg : Commented that he has served on the annexation and spec ial assessment committees four out of the past five years. Stated he accepts the appointment, but wanted the remainder of the Council to be aware of it. Erickson : Asked if designation of investment authority intends the approval of both the City Manage r and Finance Director to make an investment. Boyles : Affirmed. Keeney : Responded to Hedberg’s comments not ing that the Bylaws indicate that appointments normally are cycled each year, but that is not a hard and fast rule and c ertain assignments need ex pertise that is acquired over years . Believes it is a ppropriate that someone should nominate themselves for an area they wish to b e- come involved in, otherwise he is open to some assignments being repeat ed . 6 01 03 11 City Council meeting minutes MOTION BY KEENEY, SECONDED BY ERICKSON TO APPROV E COUNCIL APPOINTMENTS TO BOARDS, COMMISSIONS AND COMMITTEES AS PRESENTED. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. MOTION BY KEENEY, SECONDED BY HEDBERG TO DIRECT STAFF TO BRING A RECOMMEND A TION TO COUNCIL WITHIN 120 DAYS ABOUT FORMALIZING A RELATIONSHIP WITH THE SHAKOPEE MD E- WAKA N TON SIOUX COMMUNITY. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. MOTION BY HEDBERG, SECONDED BY KEENEY TO APPROVE RESOLUTION 11 - 012 DESIGNATING IN VESTMENT AND BANKING AUTHORITY ON BEHALF OF THE CITY OF PRIOR LAKE. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. Consider Approval of the 2011 Official City Fee Schedule. City Manager Boyles reviewed changes proposed f or the 2011 City Fee schedule. Comments: Erickson : Asked for an explanation of the e xcavation and grading permit escrow. Albrecht : Replied it is intended to add a $250 minimum escrow to cover the costs for staff time to conduct i n- spections. Added th at a process has been established to assure that es crows are not released unless staff i n- volved has signed off on the project. Erickson : Asked for an explanation of the various charges for sign permits. Parr: Replied that s taff calculated costs for issu ing various kinds of sign permits and set cost s in a range to recuperate costs. Noted that sign permit fees are well below th ose of neighboring c i ties. Keeney : Asked what the difference is between a club license and an on - sale intoxicating l i cense. B oyles : Replied that a c lub license has significant restrictions such as being a member of the club in o r der to be served . Believes S tatute has limitations on what can be charged for a club l i cense. Keeney : Q uestioned whether the fee for an off - sale lice nse covers the cost of enforcement. Boyles : S uggested the liquor license section be brought back to a future meeting. Hedberg : will support . Soukup : Asked about the investigating fees for compliance checks on tobacco. Boyles : Replied there are two form s of penalties . One is a criminal violation that goes through the court sy s- tem and involves the server. After such conviction, civil penalties take effect. The c ivil penalties are tiered and allow for revocation after three penalties. Soukup : Clarifi ed that this does not penalize just the person selling, but also the bus i ness. Boyles : A ffirmed. Myser : A sked if people had walked away from payment of escrows for excavation. Albrecht : A ffirmed stating there were companies that would disturb the land, then not replace it. The e s crow was established to recover City costs when the City cleans up a site or if the excavator abandons a project a f- ter City staff time has been incurred. Myser : Asked about fees for barricades and garbage barrels. Boyles : Repl ied that the City provides barricades and garbage barrels if neighborhoods want to have a g a- thering and the fee is intended to recover City costs. Myser : Queried the impact of a tree preservation lot deposit on a property . Parr : Replied that the Tree D eposit and Tree Preservation Lot Deposit are similar and can h andle the tree pr e- servation money within the escrow. The City has experienced property owners who have abandoned the d e- posit rather than planting the required trees. Noted the deposit represe nts $100 per caliper inch of required 7 01 03 11 City Council meeting minutes tree replacement. State d that the Tree Deposit is intended for an individual’s property and the Tree Preserv a- tion Lot Deposit is intended for developers. MOTION BY KEENEY, SECONDED BY HEDBERG TO APPROVE THE 2011 OFFI CIAL CITY FEE SCH E- DULE AS PRESENTED WITH THE LIQUOR LICENSE SECTION RETURNED TO THE COUNCIL WITH A FURTHER EXPLANATION OF PROPOSED FEES. Hedberg : Asked when the liquor license fee schedule will be returned to Council. Boyles: Responded it would be e ither the January 18, 2011 or the February 7, 2011 meeting. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. Consider Approval of a Resolution Affirming the Mayor’s Recommendation for the Appointment of Three At - Large Mem bers to the Economic Development Authority. City Manager Boyles reviewed recent action taken to reconstitute the Economic Development Authority (EDA). Described the application and interview process used to select both Councilmember represent a tives on th e EDA as well as the members - at - large . Explained how initial terms for the members - at - large would be staggered when renewing terms. Mayor Myser stated he was pleased with the quality of candidates. Stated he s olicited input from the other Council mem bers and staff who participated in interviews and factors considered for membership were bac k- ground and experience of individual s , the ir track record of success, the ability to work together as group and the capacity to put the time in to build economic co mmunity. Recommended Michelle Choudek, Terry Hi t- chcock and Bob Morris for membership on the EDA. Comments: Hedberg : Concurred that the City received an e xcellent slate of candidates and believed all four finalists would do well serving on the EDA . Sup port ed the proposed slate and indicated he would have also su p ported Bryce Huemoeller. Soukup : Indicated she had an opportunity to meet with the finalists and w ill support the recommendation. Erickson : W ill support. Keeney : Concurred with the high quality of candidates. Thanked candidates for their interest. Will su p port. MOTION BY HEDBERG, SECONDED BY KEENEY T O APPROVE RESOLUTION 11 - 013 APPOINTING THREE MEMBERS TO THE ECONOMIC DEVE L OPMENT AUTHORITY. VOTE: Ayes by Myser, Erickson, Hedberg, Keen ey and Soukup. The motion carried. Consider Approval of Recommendations of the Bylaws and Compensation Subcommittee to Amend City Council and Advisory Committee Bylaws. Councilmember Keeney reviewed the agenda report with the rest of the Council stating the Bylaws and Compensation Committee met to consider revisions including the role of the liaison, appropriate topics of di s- cussion at the Public Forum and n umerous minor housekeeping issues. City Manager Boyles stated that advisory committees would als o review their bylaws to consider revisions, but the language proposed at this meeting for liaisons is intended to be for all committees. Keeney added that the recommended role of liaison would be different in a work session vs. at meeting where action is taken. Believes liaison should be able to guide committee in a work session as to the direction that the Council wishes them to take. 8 01 03 11 City Council meeting minutes Councilmember Keeney stated the Bylaws and Compensation Committee is also recommending that se c tion 505.7 be clarifie d to deal with abstention from votes. City Attorney Pace commented that if a member a b- stains for other than a qualifying conflict of interest, the abstention should be counted as a yes vote. Stated that the Council has fiduciary duty to advise if they be lieve they have a conflict of interest ; and the City Atto r- ney determine s if the facts presented constitute a conflict of interest. Added that the Council could waive a member’s conflict of interest if it were deemed to be necessary. Comments: Erickson : Concurred with recommended revisions except for the role of the liaison . Stated his unde r standing of the role was to be the communication between council and committee and is unsure what is desired to be changed . Keeney : Reiterated the language on the agenda report, and suggested the word “formal” be added to the se n tence, “the role of the liaison shall not participate in formal discussion or deliberation of any matter pending before the committee/commission.” Erickson : Believes it should not be the ro le of liaison to be an active participant. Does not support the add i- tion of the word “formal.” Keeney : Believes it allows a provision for the committee to specifically ask for input from the lia i son. Soukup : Agreed the liaison should be a conduit betw een council and committee. Agreed with the add i tion. Hedberg: T hanked the City Attorney and committee for working on the revisions. Favors the alteration o f- fered by Keeney at this meeting. Related that the Planning Commission frequently had work sessio ns this past year and often asked for liaison participation about the Council’s position. Felt as though he was filling role of conduit. Myser : Questioned the intent of the language about having a quorum and calling a meeting. Pace : Replied that the objective was that if three council members who have made it known they are not going to be at a meeting should not be in a position to vote on whether or not the meeting is postponed or ca n- celled. Suggested revised language. Myser : Commented that the proposed language for section 207.7 may not accomplish the intended goal. Pace : Stated it had been observed that candidates used the public forum to advance their political agenda. Noted the newspaper does not print letters from candidates just prior to t he election. This would provide a le v- el playing field for candidates. Commented that the proposed change deals with a policy question and that u l- timately the Council must provide direction on the recommendation. Myser : Asked about section 207.8. Pace : Responded that the intent is to have the Mayor be able to rule a person out of order if they are not co n- ducting themselves with decorum. Hedberg : Commented that his expectation of appropriate decoru m is defined as addressing the C ouncil r a- ther than any individual member of the C ouncil. Myser : Responded that someone might have a n appropriate reason to address an individual C ouncil me m- ber. Keeney : Believes the comments should be more on an issue and decorum might be difficult to define but re f- erence to decorum should remain to indicate there is a difference between commenting on a particular issue vs. commenting on an individual Councilmember’s vote. Pace : Commented that the presiding officer will have to determine whether particular comments breac h e x- pected standards of decorum and for how long to allow comments to co n tinue. Keeney : Favor s public input to the process as long as decorum remains and discussion is limited to deba t ing the topic rather than targeting a specific Councilmember. Myser : Generally support s the idea of expanding the topics of the public forum . Regarding s ection 808, b e- lieves proclamations should be left to the Mayor’s discretion about when a proclamation is made. Pace : Reviewed the proposed language for s ection 808. 9 01 03 11 City Council meeting minutes H edberg : Believes a proclamation is a ceremonial duty speaking for the Council. Likes the language, “ show the C ity Council’s support for a cause, person or organization.” The Mayor represents the position of the Council to that particular organization. Myser : Concurred. Keeney : Believes the purpose of a proclamation is to reflect a formal act of the Council. Erickson : Believes the comments about minutes would indicate it would have to permanently be on the City’s Website. Stated that digital for mat is not a perm a nent format for minutes. Pace : The requirement is to maintain the data. The next provision refers to the City’s retention schedule so the record is maintained permanently. Keeney : Questioned whether the retention schedule addresses t he minutes specifically . Would want some form of record that is permanent. Currently they are maintained on Laserfiche. Erickson : Stated that Laserfiche is not a permanent record. Hedberg : There is an obligation to keep the minutes as a permanent recor d. If the City becomes aware that the format of the minutes is no longer supportable, it then becomes obligated to convert it to a more stable f ormat. Erickson : Concurred. Believes the bylaws should not state that the record is in digital format. Hedb erg : Agreed. Keeney: Suggested a separate paragraph could indicate the minutes are available on the City’s Website. Pace: Will develop further revisions based on tonight’s discussion. MOTION BY KEENEY, SECONDED BY HEDBERG TO APPROVE THE RECOMMENDATIO NS OF THE B Y- LAWS AND COMPENSATION COMMITTEE FOR REVISIONS TO THE CITY COUNCIL BYLAWS AND PLANNING COMMSSION BYLAWS AS PRESENTED, WITH FURTHER CORRECTIONS AS DISCUSSED TO BE BROUGHT BACK TO THE CITY COUNCIL ON THE JANUARY 18, 2011 CONSENT AGENDA. VOTE: Aye s by Myser, Eric k son, Hedberg, Keeney and Soukup. The motion carried. OTHER BUSINESS Community Events Soukup: Congratulated Hedberg on the birth of his granddaughter. Erickson: Congratulated Soukup on her successful election and first meeting. Keene y: Welcomed Soukup to the City Council. Wished all a happy 2011. Myser: Wished all a Happy New Year. Offered congratulations to Soukup. Read the names of the Teacher of the Year nominees for ISD 719. ADJOURNMENT With no further comments from Coun cil members, a motion to adjourn was made by K eeney and seconded by E rickson . With all in favor, the meeting adjourned at 9 p.m. _ ___ _______________________________ ___________________________________ Frank Boyles, City Manager Charlotte Green, Admi nistrative Asst. 10 01 03 11 City Council meeting minutes