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CITY COUNCIL AGENDA REPORT
September 3, 2002 ~
:~ank Boyles, City Manag~
AGENDA ITEM: CONSIDER APPROVAL OF RECOMMENDATIONS TO IMPROVE RESIDENT
COMFORT AT CITY COUNCIL MEETINGS.
DISCUSSION: History: This item was on the City Council agenda for August 19th but was
deferred due to the length of that meeting. The City Council has adopted eight
City staff goals for 2002. Implementation plans for each goal have also been
prepared and approved by the Council. Goal #1 is intended to create an
environment of open communication, trust, respect and cooperation within City
government and between City government and our community. The
implementation plan proposes to improve resident comfort at City Council
meetings by (1) consideration of rearranging Council seating so Councilmembers
sit together and staff sit together; and (2) consideration of offering speakers the
opportunity to sit while addressing the Council.
Current Circumstances: I have given some thought to how we might enhance
resident comfort. Below are suggestions for City Council consideration:
1. Revise City Council starting time from 7:30pm to 7pm. This will help
meetings to be completed earlier.
2. Incorporate the Public Forum into the regular meeting after adoption of the
agenda. Up to 30 minutes could be earmarked for the Forum. If no one is
present, the Council would move onto the next agenda item without delay.
Items to be considered on the agenda could not be addressed at the
Forum. Forum items are also restricted to City governmental topics rather
than as a Forum for private agendas. Forums would be cablecast.
Organizations could be asked to provide reports to the Council as part of
the Forums to facilitate information sharing.
3. A table would be added in the approximate location of the television
monitors. Persons addressing the Council would be offered the option of
addressing the Council from the table or from the podium. Ideally, the
location of the table would be such that the speaker could view the monitors
during the presentation and address the City Council at the same time.
4. To minimize distractions, the Council previously had a policy regarding
cellular telephones. Under the policy, I was to bring my City cell phone to all
meetings. My phone number was to be shared with family members so that
in the event of an emergency the City Councilmember could be reached.
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245
1:\COUNCIL\AGNRPTS\2002\REARRANGE ~~IWd~ITY EMPLOYER
5. The seating arrangement for the City Council and staff would be modified
as follows:
Present Seating:
Zieska Pace Haugen
Proposed Seating:
Pace Haugen
Boyles
Staff
Staff
The revised format would separate staff from City Council while still allowing the
City Attorney to have access during the course of the meeting.
ISSUES:
To implement the proposed revisions requires that the City Council bylaws be
revised to reflect the change in starting time, purpose of the Forum and meeting
agenda format. The other revisions are more housekeeping. Notice to the public
will be important both in the Prior Lake American, Wavelength newsletter, and
printed on the City Council agenda sheet.
ALTERNATIVES: (1) Direct the staff to initiate the proposed charges to improve customer
comfort.
(2) Take no action or some of the actions recommended.
RECOMMENDED
MOTION: As the Council deems appropriate.
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