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HomeMy WebLinkAbout06 27 2013 EDAC packetEconomic Development Advisory Committee Meeting Agenda Thursday, June 27, 2013 7:30 a.m. City Hall, Wagon Bridge Conference Room 4. New Business a. Discussion With City Manager, Frank Boyles 3. Old Business a. Business & Industry Forum Follow Up Action b. Business Retention & Expansion Survey Status 4. New Business b. City of Prior Lake Open House I Grand Opening Policy Discussion c. EDAC Bylaws i. EDAC Mission Statement/ Purpose ii. SMSC and Prior Lake Chamber Liaisons d. Economic Gardening Program 5. Other Business a EDA Updates b. Member Ideas /Recommendations 6. Next Meeting Date July 25, 2013 7. Adjourn Phone 952.447.9800 / Fax 952. 447. 4245 / vv«Nv.cityofpriorEaRe.com of pttt0� Ike 1-f� t� �'rZaso'��` 4646 Dakota Street SE Prior Lake, MN 55372 CITY OF PRIOR LAKE, MINNESOTA ECONOMIC DEVELOPMENT ADVISORY COMMITTEE MEETING MINUTES -- May 23, 2013 1. Call to Order. The meeting was called to order at 7:30 a.m. in the Wagon Bridge Conference Room at City Hall. Members present: Bill Henry, Thane Taade, Lloyd Erbaugh, Kris Pauna, Bernie Carlson, Wade Larson, Greg Schweich and Michelle Choudek. Members absent: Mike Stout, Mark Peterson, Sandi Fleck and James Ford. Staff present: Dan Rogness and Casey McCabe. Guest present: Theresa Fiddle, Communication & Technology Advisory Committee. 2. Approval of Meeting Minutes. a. May 2, 2013 MOTION BY CARLSON and SECOND BY HENRY to approve the May 2, 2013 meeting minutes as submitted. Motion adopted unanimously. 4. New Business. a. Community & Technology Advisory Committee Discussion Theresa Fiddle attended the meeting as a representative of the City of Prior Lake Communication & Technology Advisory Committee. Ms. Fiddle provided information about past committee projects, outlined the purpose and duties of the committee, discussed communication tools available to assist the EDAC and introduced a new form to submit when assistance from the Communication & Technology Advisory Committee is needed. 3. Old Business. a. Business & Indust Forum EDAC members: reviewed and discussed the remaining comments received during the Prior Lake Business & Industry Forum held on April 25, 2013. Approximately 40 comments were received during the event and the EDAC reviewed and discussed roughly half of the comments during the May 2, 2013 meeting. EDAC Members: directed staff to email the Business & Industry Forum comments to meeting attendants. Committee members recommended emalls are sent out on a regular basis (every 60 -90 days) updating meeting attendants of the process being followed to respond to comments and highlighting any achievements. The Business & Industry Forum comments will be further evaluated by committee members during future meetings and a report will be developed, for EDA consideration, to act on as many of the comments as possible. The report should identify a communication plan for meeting attendants and the public. b. Shop Local — ISD 719 Meeting Follow U McCabe: provided an update to the committee about a recent shop local meeting between Mike Stout, Sue Gainor (the Laker Store) Casey McCabe and Dr. Sue Ann Gruver and Jeff Holmberg with ISD -719. Mr. McCabe stated the meeting was productive and the School District representatives seemed to be unaware of the amount of funds expended on team apparel outside the district boundaries. The district representatives stated they would be discussing this issue and promoting the shop local message with the rest of the school administration. McCabe: informed the committee that the EDA also discussed this issue during their May 20th meeting and offered a few opportunities to encourage more local spending, including; developing a notification process by utilizing the Prior Lake Chamber, City website and other sources to help make the public aware of available contracts and purchasing; encourage local businesses to get involved in the bidding process; develop a city purchasing network and make the information available to local businesses; and recommended the administration discuss this issue with all department heads and encourage all purchases to remain local, if possible. McCabe: stated the City Manager spoke with all department heads during a meeting on Tuesday, May 21St while reviewing the process for purchasing and encouraged local spending. McCabe: stated the EDA would like the EDAC to explore this issue and identify ways to promote the shop local message and encourage the larger businesses In the community to purchase locally. The EDA recommended the EDAC develop a report or marketing materials for EDA review and comment prior to the EDAC taking action. McCabe: added that Mr. Stout suggested the EDAC approach Prior Lake Athletics for Youth (P.L,A.Y.) and encourage them to purchase locally. EDAC Members: discussed different approaches to getting the "shop local" message out to the community. Members also deliberated about how to best promote this message without being viewed as an advocate for individual businesses. The EDAC will continue this discussion during future meetings. The next EDAC discussions on this subject will be about developing a plan of action, possible informational materials to provide business leaders, identifying the best way to inform businesses and making the recommendation to the EDA. 4. New Business. b. City of Prior Lake Open House/ Grand Openinq Policy Discussion Due to time constraints, the discussion of this item will be moved to a future agenda. c. EDAC Bylaws Due to time constraints, the EDAC did not have an extensive discussion or review of the EDAC Bylaws. Henry: asked committee members to consider the duties of the EDAC and be prepared to discuss the duties during the next regular meeting. MOTION BY HENRY and SECOND BY ERBAUGH to table this agenda item to the next meeting of the EDAC. Motion adopted unanimously. 5. Other Business, a. EDA_Updates Due to time constraints there was no discussion of this item. b. Member Ideas /Recommendations None. 6. next Meeting Date. The next regular meeting of the EDAC will be Thursday, June 27, 2013 at 7:30 a.m. 7. Adjourn. MOTION BY CARLSON and SECOND BY PAUNA to adjourn the meeting. Motion adopted unanimously. The meeting adjourned at 9:05 a.m. Submitted by: Casey McCabe 0 FRIO c� \fN1VS5p 4646 Dakota Street SE Prior Lake, MN 55372 ECONOMIC DEVELOPMENT ADVISORY COMMITTEE REPORT MEETING DATE: June 26, 2013 AGENDA #: 3.a. PREPARED BY: Casey McCabe, Community Development Specialist AGENDA ITEM: BUSINESS & INDUSTRY FORUM FOLLOW UP ACTION DISCUSSION: Introduction On April 25th the EDAC hosted the 2013 Prior Lake Business & Industry (B &I) Forum at Fong's Event Center in Prior Lake. Approximately 50 people attended from 5:00 -7:00 PM. The pri- mary purpose of this event was to provide an open forum for business leaders, property own- ers, developers and local elected and appointed officials to gather and discuss concerns or issues facing Prior Lake businesses as well as promote the positive steps taken by the EDAC and the City of Prior Lake to address concerns and issues identified during previous events. History The B &1 Forum helps fulfill the duties and responsibilities of the committee outlined in the EDAC Bylaws, including; l) serving as a liaison between city government and the community; and 2) making recommendations to the EDA or City staff regarding economic development issues, strategy development and implementation and other initiatives that can be undertaken by the EDA to expand and strengthen business retention & expansion. Current Circumstances Approximately 40 comments were received during the B &I Forum. The EDAC reviewed and discussed the B &I Forum comments during their May 2nd and May 23(d meetings. The comments have been divided into the following general categories; i) Downtown & Eco- nomic Development; ii) Transportation & Parking; iii) Tourism & Visitors; and iv) GenerallMis- cellaneous. The comments previously reviewed by the EDAC are highlighted in gray. A list of the comments received during the B &I Forum have been sent to all registered meeting attendants. Conclusion The EDAC should establish a process whereby it will evaluate and respond to the submitted comments and identify opportunities to provide follow up information to the public and meeting attendants. The EDAC may also consider separating the comments into short- and long -term goal categories. ISSUES: During their May 20th meeting, the EDA approved a motion to direct the EDAC to evaluate the comments received through the Business & Industry Forum and formulate responses to be considered by the EDA before sending, as well as recommendations for the assistance and promotion of small business. The EDAC should develop a report or process to address the B &I Forum comments for EDA approval prior to taking any action. FINANCIAL Some issues may need to have financial resources included as part of the solution or as part IMPACT: of further analysis. ALTERNATIVES: Discussion Only. RECOMMENDED Discussion Only. MOTION: ATTACHMENTS: 1. Summary of Business & Industry Forum Comments 2013 Business & Indust!yorum Comments Downtown & Economic Development ➢ Need to plan, need to have financial incentives for business to expand o City could help upgrade building faces south of Hwy 21. Fresh look like north of Hwy 21 ➢ Businesses south of CR21 to improve facades like the north side of CR 21 ➢ Develop ways to connect commercial areas instead of pockets in the community ➢ [need for] Seniors e- pharmacy, CVS pharmacy ➢ Office building across from Cleary Lake Regional Park ➢ Love the "about face" of City working towards being more business friendly ➢ Restaurants would be an attractive draw ➢ Unplatted lots in Deerfield hidustrial area. Can be rezoned. Felt the city was a little inflexible in the past. o High density residential ➢ Higher income housing ($400,000 +) an excellent way to diversify the tax base ➢ Diggers redevelopment project discussion ➢ Attract more businesses people (work force) so more people can work/play/live in PL ➢ Two key people at City has improved with being consistent and are positive - Dan & Casey - need to keep them in their roles to continue the push moving forward ➢ Reputation of `hard to work with' continues - how to break this: • New blood - has happened with Dan & Casey • Being consistent throughout PL - do not show favoritism ➢ Why do businesses NOT come to PL? o Suggest to go back to old records and investigate - person, building or $'s? ➢ Let's stop comparing PL with Savage /Sliakopee if we are not going to be the same (10% of the market). Who should we compare to? Stillwater, Chanhassen, Chaska, etc? Or who do we want to become? ➢ More partnering with SMSC - especially in helping businesses expand, grow, etc ➢ What is the % of land and how much in acres /lot sizes left that is marked for business development? o Develop a want list of businesses - some that came up (to continue to live, work and play in PL) • Restaurants- family and upscale (Carbone's, Snuffy Malt Shop, Pizza Ranch) • Theater - movie and /or performing arts • Clothing stores /shoes • Sporting goods (also enhanced lake accessories) • Appliance store • Trader Joes • Mayo Campus ➢ Highlight our positives and market them, School District, downtown, parks, trails, lake, small town feel ➢ More businesses along CR42 ➢ Market PL - it isn't that far away - change that image by advertising - maybe doing some marketing ideas ➢ Really push to spend dollars locally and live, work, play— right here ➢ Downtown Prior Lake • Need a sign to Prior Lake downtown • Need to promote downtown • Need for small downtown businesses to join the Chamber and /or have meetings for businesses ➢ Have the casino advertise downtown businesses o Downtown would need to offer some benefit to SMSC /casino ➢ Need to allow other businesses (other than tech) to use Technology Village o Technology Village is not Rill; why can't other service businesses use the facility? Transportation & Parking ➢ Three - quarter access fi•om Hwy 13 to Pleasant St. o Three - quarter access is vital ➢ Hwy 13 & CR21 intersection; this upgrade may reduce or eliminate the need to close Main Ave. on CR21 o Two left turn lanes may eliminate the stacking problem; downtown should not be split ➢ Main Avenue should be kept open as long as possible, speed should be 25 MPH - 30 MPH ➢ Crosswalk sign at Main Avenue o Crosswalk signs should be put back up ➢ Since 1961, Hwy 13 keeps sinking ➢ Funeral Home would move their entrance to Arcadia if this new road could come through ➢ Rock Creek Building parking lot should be a 2 -hour limit 7 a.m. to 7 p.m. (M -F) o Bus riders and employees fill up the parking lot ➢ Concerned about downtown throughway being closed at Main Avenue ➢ Connect Downtown to Uptown and add businesses and walking trails /bike trails, this group was very positive with the Arcadia road to Hwyl3 Tourism & Visitors ➢ Expand tourism, specifically the lake. o Provide and promote more parking options near and around the lake to promote fishing, beaches and boating. Further business will come to bars, restaurants and other retail stores ➢ Positives are big events Iike MusicFest - we should be showcasing PL at that time, people are here why not put out the red carpet - show them the positives ➢ Visitor's Bureau needed General/Miscellaneous ➢ [B & I Forum is a] Good opportLinity for discussion. ➢ Satellite University in Prior Lake ➢ Why does this drug house still exist? (Main Avenue) o Stop by and watch "transactions" ➢ Inspector still a problem (building inspector) not consumer friendly, until this changes /retrain _ new builders are not willing to move to PL ➢ Keep positive with SMSC ➢ Need a facility for the performing arts o PL Players want to do more shows but cannot get a facility where they can perform. o ISD 719 facilities are too busy, too small and it limits when the PL Players can have a performance o Also need help in promotion of shows ➢ Corner of CR42 & Hwy 13 not good for Prior Lake o Need to promote Prior Lake at this corner; install a welcome sign and promote Prior Lake AGENDA ITEM: BUSINESS RETENTION AND EXPANSION SURVEY STATUS DISCUSSION: Introduction As part of its mission, the EDAC conducts face -to -face business retention and expansion (BR &E) visits with local company officials. Through these visits the EDAC is able to identify challenges and opportunities for businesses in our community. The results of the BR &E surveys should not only collect important information but provide opportunities for EDAC and city staff members to follow -up with expansion and development assistance. Current Circumstances The EDAC has previously identified Prior Lake's Deerfield Industrial Park, Waterfront Pas- sage, and Welcome Avenue Industrial Park as the primary target area for BR &E surveys. As of June 24, 2013, nineteen surveys have been completed in the target area and approxi- mately fifteen businesses have yet to be contacted. Conclusion Attached is a list of businesses in the target area which staff believes have not been con- tacted for a BR &E visit. EDAC members are encouraged to review the list and discuss the best process for contacting the remaining businesses and completing the surveys in the tar- get area. ISSUES: The BR &E surveys are designed to gather important information which is used by the EDAC to provide suggestions and policy recommendations to the EDA and City staff. FINANCIAL None. IMPACT: ALTERNATIVES: Update Only. RECOMMENDED Update Only, MOTION: ATTACHMENTS: BR &E Survey Status -- Remaining Target Area Businesses Economic Development Advisory Committee Business Retention & Expansion Survey Status Remaining Target Area Businesses (as of 6-24-13) OnSite Engineering N 5714 Graystone Ct. SE 'UNIN NO Z Deerfield Ind. Park NO P 952-440-4321 Insulfoam Technical 17001 Fish Pt. Rd. SE Waterfront Passage 952-447-5213 Cal-Tex Electric, Inc. 17001 Fish Pt. Rd. SE Waterfront Passage 952-447-1125 EM Products Inc. Phillips & Temro 5380 Cottonwood Ln. SE Waterfront Passage 952-440-9200 American Glass & Mirror 5418 Cottonwood Ln. SE Waterfront Passage 952-937-5410 Landscape Light Werks 5448 Cottonwood Ln. SE Waterfront Passage 952-451-9440 Top Gun Technology 5500 Cottonwood Ln. SE Waterfront Passage 952-226-9700 Ambiance at Home 5500 Cottonwood Ln. SE Waterfront Passage 952-440-6757 Ametek Technical & Industrial Products 5500 Cottonwood Ln, SE Waterfront Passage 952-226-8350 Designer Pools by Vossen, Inc. 16740 Welcome Ave. SE Welcome Ind. Park 952-447-6084 Saunders Classics 16860 Welcome Ave. SE Welcome Ind. Park 952-226-1957 Benson Welding 16860 Welcome Ave. SE Welcome Ind. Park 952-447-2345 Above All Distribution 16861 Welcome Ave. SE Welcome Ind. Park 952-440-9663 Above All Hardwood Floors Performance Construction 952-440-1663 Pro Service Auto Repair 16861 Welcome Ave. SE Welcome Ind. Park 952-447-7773 Springer Exteriors 16859 Welcome Ave. SE Welcome Ind. Park 952-440-1997 J. Hage Construction Co. Inc. PO Box 321 Welcome Ind. Park 952-226-3779 SMS Systems Maintenance Services 5500 Cottonwood Ln. SE Waterfront Passage 1 952-226-8500 A 1,111(b r�4N�5o� MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: 4646 Dakota Street SE Prior Lake. MN 55372 ECONOMIC DEVELOPMENT ADVISORY COMMITTEE REPORT June 27, 2013 4.b. Casey McCabe, Community Development Specialist CITY OF PRIOR LAKE OPEN HOUSE / GRAND OPENING POLICY DISCUSSION DISCUSSION: Introduction While conducting business retention and expansion visits, EDAC member Mike Stout received a comment that the City of Prior Lake can do more to support businesses and promote economic development by providing greater support with grand opening events. Hi story Mr. Stout suggested the EDAC discuss the developing a standard practice for grand opening events to ensure ease -of -use, high participation rates and a high -value experience for the busi- nesslorganization and guests. Mr. Stout added that City support should not just be ceremonial, but have real substance and preferably represent the recognition of excellent collaborative planning and work. This is a great opportunity to solidify relations and express our genuine appreciation for their company doing business in Prior Lake. Mike provided a few general thoughts and ideas, which may include the following elements: ➢ Grand opening announcement templates ➢ Grand opening Invitations templates with recommended timing ➢ Standard speech templates ➢ Public relations kit ➢ Special signage waivers, if needed ➢ Promotional concepts ➢ Appropriate vendor listings ➢ FREE access to our city's publicity forums ➢ The city encourages employees to attend to reinforce this being a community -wide com- mitment Conclusion EDAC members should discuss the value of having a policy related to grand opening events in the community and the value added services the city may be able to provide to assist and pro- mote these events. ISSUES: The EDA briefly discussed this topic during their May 20th meeting and would like to review the EDAC's recommendations for the promotion of small business prior to the EDA taking any action. FINANCIAL Possible staff time dedicated to the process. IMPACT: ALTERNATIVES: Discussion Only. RECOMMENDED Discussion Only. MOTION: �rNNGS��f 4646 Dakota Street SE Prior Lake. MN 55372 ECONOMIC DEVELOPMENT ADVISORY COMMITTEE REPORT MEETING DATE: June 27, 2013 AGENDA #: 4.c. PREPARED BY: Casey McCabe, Community Development Specialist AGENDA ITEM: EDAC BYLAWS DISCUSSION: Introduction The City of Prior Lake Economic Development Advisory Committee operates under an estab- lished set of bylaws. The purpose of the EDAC Bylaws is to provide a set of operating proce- dures for the Economic Development Advisory Committee and to establish a code of ethics and conduct. Hisfory The EDAC is currently operating under bylaws approved by the Economic Development Authority and the City Council in April 2012. The bylaws are reviewed annually by the EDAC and any changes or amendments agreed to by a majority vote of the committee shall be recommended to the EDA for final approval. The Prior Lake City Attorney has been asked to review the bylaws of each City board and com- mittee and suggest revisions to provide consistency between all City advisory committees. The City Attorney has reviewed the EDAC bylaws and recommended multiple revisions (attached). Conclusion In addition to reviewing the bylaws, staff felt this would also be a good time to have a discussion about the mission and purpose of the EDAC. The bylaws state, "The Committee is advisory and its purpose is to study and provide reports, analysis and recommendations to the Economic De- velopment Authority and City staff on economic development matters as assigned." The bylaws also identify duties and responsibilities of the Committee; including: 1. Serve as a liaison between city government and the community. 2. As requested, review and comment on economic development and redevelopment policies to the Economic Development Authority or City staff. 3. Make recommendations to the Economic Development Authority or City staff regarding eco- nomic development issues, strategy development and implementation and other initiatives that can be undertaken by the Economic Development Authority to expand and strengthen business retention & expansion. 4. Conduct Public Hearings, as requested by the Economic Development Authority. 5. In conjunction with Economic Development Authority members or staff, introduce potential or new business representatives to others in the community. Staff would also like to receive comments and direction from the committee regarding the estab- lishment of non - voting liaison positions for representatives of the Prior Lake Chamber, the Shakopee Mdewakanton Sioux Community and any other community organizations the commit- tee feels would have similar goals and objectives of the EDAC, ISSUES: EDAC members shall review the bylaws and discuss any recommended changes or amend- ments. These recommended changes or amendments, if any, will be forwarded to the Economic Development Authority and City Council for final approval. FINANCIAL Done. IMPACT: ALTERNATIVES: 1. Recommend approval of EDAC Bylaws as written. 2. Recommend changes or amendments to EDAC Bylaws by majority vote of the Committee. 3. Provide direction to staff and continue discussion at a future meeting. RECOMMENDED As determined by the EDAC. MOTION: ATTACHMENTS: 9. EDAC Bylaws — Proposed Revisions 2. EDAC Bylaws — Clean CITY OF PRIOR LAKE ECONOMIC DEVELOPMENT ADVISORY COMMITTEE BYLAWS Amendment Approval EDA City Council July 11, 2011 July 18, 2011 April 9, 2012 April 18, 2012 SECTION 100 PURPOSE 101. The purpose of the City of Prior Lake Economic Development Advisory Committee Bylaws is to provide a set of operating procedures for the Economic Development Advisory Committee, and to establish a code of ethics and conduct. 102: The Bylaws shall be reviewed annually by the Economic Development Advisory Committee, and any changes or amendments agreed to by a majority vote of the Committee shall be recommended to the City Economic Development Authority and the City Council for final approval. SECTION 200 STRUCTURE OF COMMITTEE 201. COMMITTEE CREATED: The City Council has established an Economic Development Advisory Committee. The Committee is advisory and its purpose is to study and provide reports, analysis and recommendations to the Economic Development Authority and City staff on economic development matters as assigned. Members to the Economic Development Advisory Committee shall be appointed by the Economic Development Authority. Members shall serve three (3) year -terms beginning November 1 and ending October 31 The members of the Economic Development Advisory Committee shall annually elect officers in accordance with the procedures of paragraph 205 herein. 202. DUTIES OF THE COMMITTEE: The duties and responsibilities of the Committee include: 1. Serve as a liaison between city government and the community. 2. As requested, review and comment on economic development and redevelopment policies to the Economic Development Authority or City staff. 3. Make recommendations to the Economic Development Authority or City staff regarding economic development issues, strategy development and implementation and other initiatives that can be undertaken by the Economic Development Authority to expand and strengthen business retention & expansion. 4 blic..._Hearings as requested her the Eeo noMc Development Author 5A. In conjunction with Economic Development Authority members or staff, introduce potential or new business representatives to others in the community. i e APPOINTMENT. The Committee shall consist of a number -efno more than thirteen (13) , , members appointed by the Economic Development Authority -fie Committee Said members shall consist of one €sew' , City Manag or ` es ee, "" residents and- non - residents affiliated with a business located within the City of Prior Lake as may be determined by the Economic Development Authority. No more than 40% of the Committee shall be non - residents. Committee members shall serve for a term of three (3) years commencing on November 1 and concluding on October 31. Committee members may be appointed at any time throughout the year. If a Committee member is appointed at any time other than October, the Committee member shall begin service immediately upon appointment and shall serve as if appointed in the previous October, serving two full years and a partial year. 204: LIASIONS: The Economic Development Authority and the Prior Lake Area Chamber of Commerce may appoint Liaisons to serve on the Committee. The role of a Liaison is to act as a conduit and resource for information for the Committee. The Liaison shall not participate in the discussion or deliberation of any matter pending before the Committee except where the Committee is meeting in a study or work session. The Committee at its discreti2Dpay ask the Liaison for in ut on the subject under consideration. The Liaison shall never use this occasion as an opportunity to communicate their personal position regarding the matter under consideration. 9904. VACANCIES: If an appointed member of the Economic Development Advisory Committee resigns, is terminated, reaches a term limit, or otherwise vacates a seat of the Committee, the Economic Development Authority may appoint a replacement in the following manner: 1 A notice of the vacancy is made public and individuals may be encouraged to consider the position. The notice shall state the deadline for submitting applications. 2 The City Manager or his designee, the Economic Development Authority liason and one member of the committee appointed by majority vote of the committee shall serve as the Screening Committee. An individual subject to re- appointment may not sit on the screening committee. 3 The Screening Committee shall interview all candidates who have applied for appointment or reappointment and make a recommendation to the Economic Development Authority. The recommendation of the Screening Committee will be presented to the Economic Development Authority. The Economic Development Authority may accept or reject the recommendation. If the recommendation is rejected, the Economic Development Authority may appoint another individual or reopen the application period and invite new candidates to apply. 206 . OFFICERS: The Officers of the Prior Lake Economic Development Advisory Committee shall be a Chair, Vice -Chair and a Secretary. The City Manager or his/her designee shall serve as Secretary of the Committee. Chair. The Chair of the Committee shall be appointed in November from among the Committee's membership for a one (1) year term by majority vote of the Economic Development Advisory Committee present during the vote. The duties of the Chair include: 1. Review and approve meeting agendas. 2. Preside at meetings. 3. Participate with the Economic Development Authority in the selection of Committee members. 4. Represent the Committee as appropriate. Vice- Chair: The Vice -Chair shall be appointed in the same manner as the Chair and shall perform the duties of the Chair in his/her absence. The Vice -Chair shall assume such other duties as assigned by the Chair. Secretary: The City Manager or his/her designee shall act as the Secretary and shall be responsible for recording and compiling a written summary of all official activities of the Committee. Vacancy: If the office of Chair or Vice -Chair becomes vacant, the Economic Development Advisory Committee shall appoint a replacement by majority vote of those members present at the next regular meeting, and such election shall be for the unexpired term of said office. 206. TERM LIMIT: It is the policy of the Prior Lake City Council to impose a three term service limitation for all appointed positions on the Committee. The term limit applies only to full three year terms. The purpose of the term limit policy is to encourage resident participation on City advisory bodies and provide community members with the opportunity to participate in their local government. 207: REMOVAL OF MEMBER: Any member of the Economic Development Advisory Committee may be removed from office for just cause by a four - fifths (415) vote of the entire Economic Development Authority. Just cause includes but is not limited to nonattendance at Economic Development Advisory Committee meetings, lack of participation, or lack of residence or connection to a business in Prior Lake. SECTION 300 STATEMENT OF ETHICS 301: POLICY STATEMENT: The City of Prior Lake recognizes our system of democratic representative government is dependent in large measure, upon people having trust and confidence in their public officials. The public rightfully expects governmental officials will conduct City of Prior Lake business in ways which benefit the public good generally and that public office will not be used chiefly or improperly to advance personal interests. The City Council of Prior Lake has pledged the goals of fair, efficient and honest government will be fostered and that it will strive for integrity and objectivity from all of its officials. 1 The City of Prior Lake finds that the proper operation of democratic representative government requires that: • Elected and appointed officials be independent, impartial and responsible to the people; • Governmental decisions and policy are made in the proper channels of the governmental structure; • Public office and position not be used for personal gain; and • The public have confidence in the integrity of its government. 2 The City of Prior Lake shall adhere to the highest ethical standards that enhance the public trust in local government by: • Creating transparency in its actions through honest and open communication; • Basing decisions and adopting public policies based on what is in the best interest of the public and the overall community; • Supporting the public's right to know the public's business, and • Exercising fairness, optimism, responsiveness and respect in communicating with the public. • Providing a forum and periodic training for public officials and employees to discuss organizational values that reflect high standards and current conditions and concerns. 3 This Statement of Ethics shall be liberally construed in favor of protecting the public's interest in full disclosure of conflicts of interest and promoting ethical standards of conduct. 302: ETHICS IN GOVERNMENT: Minnesota Statutes, Chapter 10A, Ethics in Government, is incorporated herein by reference. This policy shall be construed and interpreted in consultation with the City Attorney according to Minnesota Statutes and case law. 303: GIFTS AND FAVORS: No public official shall accept any valuable gift, favor or thing of value, regardless of amount whether in the form of money, service, loan, thing or promise from any person which to the official's knowledge is concerned, directly or indirectly in any manner whatsoever in business dealings with the City. 304: USE OF EQUIPMENT AND FACILITIES: No public official shall request or permit the unauthorized use of City -owned vehicles, equipment, materials, property, labor or services for personal convenience or profit. 306: CONFLICT OF INTEREST: Except as authorized in Minn. Stat. 471.88, a public officer who is authorized to take part in any manner in making any sale, lease, or contract in official capacity shall not voluntarily have a personal financial interest in that sale, lease, or contract or personally benefit financially therefrom. (Minn. Stat. Section 471.87) 306 A public official or local official elected to or appointed by a metropolitan governmental unit who in the discharge of official duties would be required to take an action or make a decision that would substantially affect the official's financial interests or those of an associated business, unless the effect on the official is no greater than on other members of the official's business classification, profession or occupation, must take the following actions: 1 Advise the City Attorney of the potential conflict of interest as soon as possible, preferably before the meeting; and 2 The City Attorney shall determine whether a disqualifying conflict of interest exists. 3 Any official shall orally inform the Economic Development Advisory Authority of the potential conflict and abstain from any participation in that agenda item if a conflict is determined to exist. 307: The purpose behind the creation of a rule, which would disqualify public officials from participating in proceedings in a decision - making capacity when they have a direct conflict of interest in its outcome, is to ensure that their decision will not be an arbitrary reflection of their own selfish interests. There is no settled general rule as to whether such an interest will disqualify an official. Each case must be decided on the basis of the particular facts present. Among the relevant factors that should be considered in making this determination are: (1) nature of the decision being made; (2) the nature of the pecuniary interest; (3) the number of officials making the decision who are interested; (4) the need, if any, to have interested persons make the decision; and (5) the other means available, if any, such as the opportunity for review, that serve to ensure that the officials will not act arbitrarily to further their selfish interests. SECTION 400: CONDUCTING MEETINGS 401: REGULAR MEETINGS: In conformance with the Minnesota Open Meeting Law all meetings of the Committee are open to the public. Regular meetings shall be held on a minimum of a quarterly basis during each calendar year at Prior Lake City Hall, 4646 Dakota Street SE, Prior Lake, Minnesota. Regular meetings may be rescheduled, canceled or changed depending upon unique circumstances and subject to the approval and consent of either the Chair or Vice - Chair. 402: NOTIFICATION: A schedule of all regular meetings shall be kept on file at the City Clerk's Office. Notice of all meetings shall be provided as required by the Minnesota Open Meeting Law. 1. Unless extenuating circumstances exist, a copy of the notice, agenda and accompanying materials shall be received by the Committee, Economic Development Authority, staff and others designated by the City Council, no later than three (3) business days prior to the next scheduled meeting and no later than two (2) days prior to a special meeting. 2. Notice of any Public Hearing must be published as required by statute. 403: SPECIAL ME=ETINGS: Special Meetings of the Committee may be called by the Chair or any two (2) members of the Committee for the purpose of transacting any business designated in the notice. Staff may recommend calling a special meeting, but must receive approval from either the chair or two members of the Committee. Notice of a special meeting shall be provided as required by the Minnesota Open Meeting Law. At such meetings, no business shall be considered other than as designated in the notice. 404: QUORUM FOR REGULAR AND SPECIAL MEETINGS: A majority of all appointed Committee members shall constitute a quorum for the purpose of conducting its business, but a smaller number may adjourn from time to time until a quorum is obtained. When a quorum is in attendance, action may be taken by the Committee upon a vote of a majority of the Committee present. 405: AGENDA AND MEETING FORMAT Business of the meeting will be conducted according to the Agenda prepared by City Staff. A memo, report, or brief explanation of each agenda item shall be included in the Committee agenda packet. The information provided by staff should serve to inform the Committee of the subject matter under discussion. The information should explain in detail the staff comments or work, or state that the staff will present the necessary details and comments at the meeting. The meeting agenda will be prepared according to the following: 9. Call to Order & Approval of Minutes 4. Hearings 6-.3. Old Business 0-A New Business 7 -, Announcements / Correspondence &E. Adjournment 406: MINUTE; PREPARATION. The Communitv and Economic Development Director is responsible for the preparation of the minutes of the meeting. Th,� e meetin pressed' m 0 FeGGFded and written minutes will be prepared. The written minutes of the meeting as approved by the Committee are the official record of the meeting. Tbe-au" reGGFding is Intended to supplem the minutes far the me Fpese of an "on the ronnrrl4� in nin i� e �FOG6edi g A DVD rnnnrrl n of of the rr�eetirsg an-#he ity'e putiEie�ess sa nh vharnne l . Th fo l l ow i ng two requirements fo " : In the minutes, all motions shall be typed rt_ca__pital letters. 1 All m ot in " ed in capi ett 2. List th names of th i } iFF nmS-.nrn nFFnr ih p, The official minutes shall be prepared and presented to the Committee at the next regularly scheduled meeting as part of the agenda packet. The text of the minutes shall consist of official Committee business conducted while the Committee is in session. Any comments made at a meeting that are made prior to the start of or after adjournment of the meeting, or during any recess, shall not be made part of the minutes. The Committee shall review the minutes and the presiding officer shall call for any additions or corrections. If an addition or correction is presented, the change must be specific as to place, paragraph, and sentence, if applicable. The official minutes shall be corrected to reflect the change. Approval of the minutes requires a motion, second and a majority vote of the members present at the meeting unless otherwise provided by these bylaws, State Statute or City Code. Committee members who were not present at the meeting for which the minutes are being approved shall abstain from voting on the action to approve the minutes. e Community and Economic Development is responsible for _ the maintenance and filing of the minutes. 1. The approved minutes shall be retained as a permanent record of the Committee meeting. 2. The approved minutes of the past twelve months of Committee meetings shall be available on the City Website. y �yy���� 3. All audio and DVD FeGGF ffs- will be retain n8e- witli4h f it y's data reten #inn fie; 407: ROLES AT MEETING 1 All meetings of the Committee shall comply with the Minnesota Open Meeting law, which requires meetings (with few exceptions) of all municipal bodies to be open to the public. The City of Prior Lake encourages citizen attendance. Public attendance at meetings of the Committee helps to develop a more enlightened, interested and participatory citizenry. 2 Any Committee member may recognize a member of the public for the purpose of asking question {s} relating to the matter under consideration by the Committee. Members of the Committee must use judgment and discretion when recognizing members of the public to answer a question during the time they have the floor. 3 Members of the Committee may also ask questions of staff in order to clarify their understanding of the relevant information necessary to make an informed judgment. In preparation for Committee meetings, Committee members may want to consider contacting , the Community and Economic Development Director, in sufficient time prior to the meeting, to advise the question they intend to ask in order for the Community and Economic Development Director to attempt to bring the additional information to the Committee meeting. 4 The Chair shall be the presiding officer at all meetings. If the Chair is absent, the Vice -Chair shall preside at the meeting. If the Chair and the Vice -Chair are both absent, the Community and Economic Development Director shall call the meeting to order and preside until such time the Committee elects among itself a member to preside at the meeting. The presiding officer, at all times, shall be allowed to vote in the same manner as all other members of the Committee. 5 The presiding officer has two unique powers: interpreting and applying the rules of procedure, and recognizing speakers from the audience. That official shall have the obligation to be impartial and objective in conducting the meeting. 6 The presiding officer shall recognize all speakers from the audience, except when a member of the Committee has the floor and they expressly recognize a member of the audience who desires to speak on the issue under consideration. 7 The presiding officer has the responsibility to facilitate discussion by the Committee. This may occur in a variety of ways, including: • Interpret and apply rules of procedure • Decide whether motions are properly made. • Decide whether motions are in order. • Decide whether questions of special privilege ought to be granted. • Decide when to recognize speakers. • Call for motions or recommend motions. • Expel disorderly persons from the meeting. • Enforce speaking procedures. 8 The presiding officer is responsible for maintaining order at the meetings. Although meetings must be open to the public, no person who is noisy or unruly has a right to remain teat the Goundl Chambers meeting When individuals abuse their rights to be present, the presiding officer, subject to overrule by the Committee, can order their removal from the room. 1 . The p re-sidin g off i Ger meun he agen sA eot of the PU hearing. 2. it is the intent _ e f the Comm to open a PUbliG heaFings at the time ind'Gated in the pub lea , standpoint, no eo at their designated 'ti may delay the start of a h ear+ ng"w vfi l4he - pending- bul.ln Heweve-r PUbl hear 4. At the consiuS ion -a# any prese tation or remarks by staff and/or , the sks the Go .. Mee membeFs if they have questions of the—Aaff-elf consultant: f Gemmittee to open the publiG he- a 6 Th E!l•3i G h , vote t1'i{'nE"r�ceeds 4o nsk for nitize n4nput,. -Gomment&-aiAl ue6fi s. [t Ae of the PUN G interested pati yr thei -authD renres©n es �+ � res z ,� rri'Ggrc� - address the G o orally. if the'spe rinten Pesent- Fitten --ef hard ee y materials to support theiF pFeSentation to the Q nittee, they rn p fGn de the staff_ a£ thn_4im the eFig for distributien to hers and _City ff. will be inGluded in the p liG reG--'d. if the speaker intends to present au dio e peFt their presenWen to t Comm t ee, n teria1s must e4n -a " Wren I G f ormat t h a t i s Gempa t i b l e with the Git ern n� vi�nti�n�n� equipmee m any per +e"the rrt�ha�rto author The n mi in# be ni ihmi # #nri to the staff by • o day of the meeting • if unable to attend the i h� e the publ�i }nrnn#nrl martins o th a uth-o rized r may submit wr oo mment& , _ , an d s uW Wng materials. Nine (9) G0pi8G Of the G9MM8RtG and materials must be sUbM to 1- Oil, St-If FiE)F to the Go... I ttee meeting. The GOMMents and rnatefials will be distributed to Committee members and City staff The wr GGAM440� and materials will e-part of the reGsK",4Ut will atoud-at4he meet • if unable to attend a m ling, members of the pw b!iG-,4nte rested parties or their authorized FepFese- may submit Many to the Committee usin" prerecorded audio uni6� must beinan F p (0) Goples to the Gity staff at least seven (7) Galendar days prior to a erS9 Ali or than the author. The author of the reGarded er m ,, the meeting in order te allow staff an opportunity to view the presentation ` er}_s}mm rir '7 � Q o oFdeCt"'teJs;ftBn"nd su mmary p "" prepare a by the staff will be provided to the trim ittee an part of the i r emmittee agenda paokage, The audio or v sommunioation may be used by individu 1 Gommittee members i n preparat for the Go ittee meeting,- T43.4--pFesentation and the sumrnapy� will net be played dw the dis beGome���y�ubi ord__G erally Committee a geia "dc ages .. ttri pa to mem bers Gommi r'{eE"Cti7"the meeting. the presiding offiGer will ask whether there ar heard 7 After all persons have been any other persons in atten noe w ho want to be heard on the matter it ther i s � er�mo� test the presiding off reque.. n motion Th ere-afe„ g (2) possible F Melt yeti the Puhl�he en Is e l os ed. The th e - r th """e' tome the publir, hearing is GWsed-i /1 motion and n ' n. The officer presiding in eonsu 'on w lhe t�;k, RA-- and Committee members ean Phi b heaFiRg. No additional publieat or not h ear i n g � Ij 1-11 than + o without re_n otie " , ihlinhing the ti m�te,,,,,,,l9�ee..,,ae _,C�ub n € �n�r� , EC'' F i b led - o f lis heari 9"M 9 if the ni ihlio hearing has be d ose d, nfinue unt a date + +ewo the niihinnt matter 409 VOTING: All members of the Committee Including the Economic Deye opment Authority lialson and- the City Manag gme-, have equal voting authority. The Community and Economic Development Director and Liaisons have no voting authoritv. SECTION 500 MOTIONS AND RESOLUTIONS 501: The Committee may take formal action in one of two methods - motions or resolutions. All motions in any form require a second unless otherwise stated below. All votes of the Committee in any of the two methods require a majority vote for approval unless otherwise specified below or prescribed by statute or City code. 502: MOTIONS A motion is a matter of parliamentary procedure. Motions are a formal method of bringing business before the Committee and for stating propositions on which a decision will have to be made. It also can be used in the form of a proposal so that the Committee can act by resolution. Motions may be used to introduce resolutions, to amend them, and to take any other actions concerning them. Motions may also be used for action on simple administrative acts, such as approving the monthly department reports or directing tkle City staff. Every motion shall be stated in full and be reasonably understood, to the extent practical, before it is submitted to a vote by the presiding officer. 503: RESOLUTIONS Resolutions are normally used to reflect the Committee position on items of business that do not require or warrant an ordinance. Resolutions may be enacted on a motion, which has been duly seconded, and received majority vote. The Communitv and Economic Development Director will maintain a record of all resolutions and will be responsible for the proper numbering and execution of each resolution adopted by the Committee. SECTION 600 SCOPE OF POWERS AND DUTIES 601: POWERS AND DUTIES: The Committee shall act in an advisory capacity to the Prior Lake Economic Development Authority and shall advise on Economic Development matters identified in Section 100 and Section 200 or as assigned to the Committee by the Economic Development Authority. The Committee Chair shall give an accounting of the Committee's activities with respect to its purposes, goals and objectives to the Economic Development Authority on a regular basis. Additionally, specific powers, duties and responsibilities may be assigned to the Committee upon approval of the Economic Development Authority. 602: SUBCOMMITTEES: The Committee may divide its membership into Subcommittees as it deems necessary to implement its goals and objectives. SECTION 700 AMENDMENTS 701: AMENDMENTS: These bylaws shall be reviewed by the Committee annually. The Committee may recommend revised bylaws to the Economic Development Authority and City Council for final approval. 10 CITY OF PRIOR LAKE ECONOMIC DEVELOPMENT ADVISORY COMMITTEE BYLAWS Amendment Approval EDA City Council July 11, 2011 July 18, 2011 April 9, 2012 April 16, 2012 SECTION 100 PURPOSE 101. The purpose of the City of Prior Lake Economic Development Advisory Committee Bylaws is to provide a set of operating procedures for the Economic Development Advisory Committee, and to establish a code of ethics and conduct. 102: The Bylaws shall be reviewed annually by the Economic Development Advisory Committee, and any changes or amendments agreed to by a majority vote of the Committee shall be recommended to the City Economic Development Authority and the City Council for final approval. SECTION 200 STRUCTURE OF COMMITTEE 201. COMMITTEE CREATED: The City Council has established an Economic Development Advisory Committee. The Committee is advisory and its purpose is to study and provide reports, analysis and recommendations to the Economic Development Authority and City staff on economic development matters as assigned. Members to the Economic Development Advisory Committee shall be appointed by the Economic Development Authority. Members shall serve three (3) year -terms beginning November V and ending October 3V. The members of the Economic Development Advisory Committee shall annually elect officers in accordance with the procedures of paragraph 205 herein. 202. DUTIES OF THE COMMITTEE: The duties and responsibilities of the Committee include 1 . Serve as a liaison between city government and the community. 2. As requested, review and comment on economic development and redevelopment policies to the Economic Development Authority or City staff. 3. Make recommendations to the Economic Development Authority or City staff regarding economic development issues, strategy development and implementation and other initiatives that can be undertaken by the Economic Development Authority to expand and strengthen business retention & expansion. 4. In conjunction with Economic Development Authority members or staff, introduce potential or new business representatives to others in the community. 203. APPOINTMENT: The Committee shall consist of no more than thirteen (13) members appointed by the Economic Development Authority. Said members shall consist of residents and non - residents affiliated with a business located within the City of Prior take as may be determined by the Economic Development Authority. No more than 40% of the Committee shall be non - residents. Committee members shall serve for a term of three (3) years commencing on November 1 and concluding on October 31. Committee members may be appointed at any time throughout the year. If a Committee member is appointed at any time other than October, the Committee member shall begin service immediately upon appointment and shall serve as if appointed in the previous October, serving two full years and a partial year. 204: LIASIONS The Economic Development Authority and the Prior Lake Area Chamber of Commerce may appoint Liaisons to serve on the Committee. The role of a Liaison is to act as a conduit and resource for information for the Committee. The Liaison shall not participate in the discussion or deliberation of any matter pending before the Committee, except where the Committee is meeting in a study or work session. The Committee, at its discretion, may ask the Liaison for input on the subject under consideration. The Liaison shall never use this occasion as an opportunity to communicate their personal position regarding the matter under consideration. 206. VACANCIES: If an appointed member of the Economic Development Advisory Committee resigns, is terminated, reaches a term limit, or otherwise vacates a seat of the Committee, the Economic Development Authority may appoint a replacement in the following manner: 1 A notice of the vacancy is made public and individuals may be encouraged to consider the position. The notice shall state the deadline for submitting applications. 2 The City Manager or his designee, the Economic Development Authority liason and one member of the committee appointed by majority vote of the committee shall serve as the Screening Committee. An individual subject to re- appointment may not sit on the screening committee. 3 The Screening Committee shall interview all candidates who have applied for appointment or reappointment and make a recommendation to the Economic Development Authority. The recommendation of the Screening Committee will be presented to the Economic Development Authority. The Economic Development Authority may accept or reject the recommendation. If the recommendation is rejected, the Economic Development Authority may appoint another individual or reopen the application period and invite new candidates to apply. 206. OFFICERS: The Officers of the Prior Lake Economic Development Advisory Committee shall be a Chair, Vice -Chair and a Secretary. The City Manager or his/her designee shall serve as Secretary of the Committee. Chair: The Chair of the Committee shall be appointed in November from among the Committee's membership for a one (1) year term by majority vote of the Economic Development Advisory Committee present during the vote. The duties of the Chair include: 1. Review and approve meeting agendas. 2. Preside at meetings. 3. Participate with the Economic Development Authority in the selection of Committee members. 4. Represent the Committee as appropriate. Vice- Chair: The Vice -Chair shall be appointed in the same manner as the Chair and shall perform the duties of the Chair in his/her absence. The Vice -Chair shall assume such other duties as assigned by the Chair. Secretary: The City Manager or his/her designee shall act as the Secretary and shall be responsible for recording and compiling a written summary of all official activities of the Committee. Vacancy: If the office of Chair or Vice -Chair becomes vacant, the Economic Development Advisory Committee shall appoint a replacement by majority vote of those members present at the next regular meeting, and such election shall be for the unexpired term of said office. 206. TERM LIMIT: It is the policy of the Prior Lake City Council to impose a three term service limitation for all appointed positions on the Committee. The term limit applies only to full three year terms. The purpose of the term limit policy is to encourage resident participation on City advisory bodies and provide community members with the opportunity to participate in their local government. 207: REMOVAL OF MEMBER: Any member of the Economic Development Advisory Committee may be removed from office for just cause by a four - fifths (4/5) vote of the entire Economic Development Authority. Just cause includes but is not limited to nonattendance at Economic Development Advisory Committee meetings, lack of participation, or lack of residence or connection to a business in Prior Lake. SECTION 300 STATEMENT OF ETHICS 301: POLICY STATEMENT: The City of Prior Lake recognizes our system of democratic representative government is dependent in large measure, upon people having trust and confidence in their public officials. The public rightfully expects governmental officials will conduct City of Prior Lake business in ways which benefit the public good generally and that public office will not be used chiefly or improperly to advance personal interests. The City Council of Prior Lake has pledged the goals of fair, efficient and honest government will be fostered and that it will strive for integrity and objectivity from all of its officials. 1 The City of Prior Lake finds that the proper operation of democratic representative government requires that: • Elected and appointed officials be independent, impartial and responsible to the people; • Governmental decisions and policy are made in the proper channels of the governmental structure; • Public office and position not be used for personal gain; and • The public have confidence in the integrity of its government. 2 The City of Prior Lake shall adhere to the highest ethical standards that enhance the public trust in local government by: • Creating transparency in its actions through honest and open communication; • Basing decisions and adopting public policies based on what is in the best interest of the public and the overall community; • Supporting the public's right to know the public's business; and • Exercising fairness, optimism, responsiveness and respect in communicating with the public. • Providing a forum and periodic training for public officials and employees to discuss organizational values that reflect high standards and current conditions and concerns. 3 This Statement of Ethics shall be liberally construed in favor of protecting the public's interest in full disclosure of conflicts of interest and promoting ethical standards of conduct. 302: ETHICS IN GOVERNMENT: Minnesota Statutes, Chapter 10A, Ethics in Government, is incorporated herein by reference. This policy shall be construed and interpreted in consultation with the City Attorney according to Minnesota Statutes and case law. 303: GIFTS AND FAVORS: No public official shall accept any valuable gift, favor or thing of value, regardless of amount whether in the form of money, service, loan, thing or promise from any person which to the official's knowledge is concerned, directly or indirectly in any manner whatsoever in business dealings with the City. 304: USE OF EQUIPMENT AND FACILITIES: No public official shall request or permit the unauthorized use of City -owned vehicles, equipment, materials, property, labor or services for personal convenience or profit. 305: CONFLICT OF INTEREST: Except as authorized in Minn. Stat. 471.88, a public officer who is authorized to take part in any manner in making any sale, lease, or contract in official capacity shall not voluntarily have a personal financial interest in that sale, lease, or contract or personally benefit financially therefrom. (Minn. Stat. Section 471.87) 306 A public official or local official elected to or appointed by a metropolitan governmental unit who in the discharge of official duties would be required to take an action or make a decision that would substantially affect the official's financial interests or those of an associated business, unless the effect on the official is no greater than on other members of the official's business classification, profession or occupation, must take the following actions: 1 Advise the City Attorney of the potential conflict of interest as soon as possible, preferably before the meeting; and 2 The City Attorney shall determine whether a disqualifying conflict of interest exists. 3 Any official shall orally inform the Economic Development Advisory Authority of the potential conflict and abstain from any participation in that agenda item if a conflict is determined to exist. 307: The purpose behind the creation of a rule, which would disqualify public officials from participating in proceedings in a decision - making capacity when they have a direct conflict of interest in its outcome, is to ensure that their decision will not be an arbitrary reflection of their own selfish interests. There is no settled general rule as to whether such an interest will disqualify an official. Each case must be decided on the basis of the particular facts present. Among the relevant factors that should be considered in making this determination are: (1) nature of the decision being made; (2) the nature of the pecuniary interest; (3) the number of officials making the decision who are interested; (4) the need, if any, to have interested persons make the decision; and (5) the other means available, if any, such as the opportunity for review, that serve to ensure that the officials will not act arbitrarily to further their selfish interests. SECTION 400: CONDUCTING MEETINGS 401: REGULAR MEETINGS: In conformance with the Minnesota Open Meeting Law all meetings of the Committee are open to the public. Regular meetings shall be held on a minimum of a quarterly basis during each calendar year at Prior Lake City Hall, 4646 Dakota Street SE, Prior Lake, Minnesota. Regular meetings may be rescheduled, canceled or changed depending upon unique circumstances and subject to the approval and consent of either the Chair or Vice - Chair. 402: NOTIFICATION: A schedule of all regular meetings shall be kept on file at the City Clerk's Office. Notice of all meetings shall be provided as required by the Minnesota Open Meeting Law. 1. Unless extenuating circumstances exist, a copy of the notice, agenda and accompanying materials shall be received by the Committee, Economic Development Authority, staff and others designated by the City Council, no later than three (3) business days prior to the next scheduled meeting and no later than two (2) days prior to a special meeting. 2. Notice of any Public Wearing must be published as required by statute. 403: SPECIAL MEETINGS: Special Meetings of the Committee may be called by the Chair or any two (2) members of the Committee for the purpose of transacting any business designated in the notice. Staff may recommend calling a special meeting, but must receive approval from either the chair or two members of the Committee. Notice of a special meeting shall be provided as required by the Minnesota Open Meeting Law. At such meetings, no business shall be considered other than as designated in the notice. 404: QUORUM FOR REGULAR AND SPECIAL MEETINGS: A majority of all appointed Committee members shall constitute a quorum for the purpose of conducting its business, but a smaller number may adjourn from time to time until a quorum is obtained. When a quorum is in attendance, action may be taken by the Committee upon a vote of a majority of the Committee present. 405: AGENDA AND MA=TING FORMAT Business of the meeting will be conducted according to the Agenda prepared by City Staff. A memo, report, or brief explanation of each agenda item shall be included in the Committee agenda packet. The information provided by staff should serve to inform the Committee of the subject matter under discussion. The information should explain in detail the staff comments or work, or state that the staff will present the necessary details and comments at the meeting. The meeting agenda will be prepared according to the following: I. Cali to Order 2. Approval of Minutes 3. Old Business 4. New Business 5. Announcements 1 Correspondence 6. Adjournment 406: MINUTE PREPARATION The Community and Economic Development Director is responsible for the preparation of the minutes of the meeting. The written minutes of the meeting as approved by the Committee are the official record of the meeting. In the minutes, all motions shall be typed in capital fetters. The official minutes shall be prepared and presented to the Committee at the next regularly scheduled meeting as part of the agenda packet. The text of the minutes shall consist of official Committee business conducted while the Committee is in session. Any comments made at a meeting that are made prior to the start of or after adjournment of the meeting, or during any recess, shall not be made part of the minutes. The Committee shall review the minutes and the presiding officer shall call for any additions or corrections. if an addition or correction is presented, the change must be specific as to place, paragraph, and sentence, if applicable. The official minutes shall be corrected to reflect the change. Approval of the minutes requires a motion, second and a majority vote of the members present at the meeting unless otherwise provided by these bylaws, State Statute or City Code. Committee members who were not present at the meeting for which the minutes are being approved shall abstain from voting on the action to approve the minutes. The Community and Economic Development Director is responsible for the maintenance and filing of the minutes. 1. The approved minutes shall be retained as a permanent record of the Committee meeting. 2. The approved minutes of the past twelve months of Committee meetings shall be available on the City Website. 407: ROLES AT MEETING 9 All meetings of the Committee shall comply with the Minnesota Open Meeting law, which requires meetings (with few exceptions) of all municipal bodies to be open to the public. The City of Prior Lake encourages citizen attendance. Public attendance at meetings of the Committee helps to develop a more enlightened, interested and participatory citizenry. 2 Any Committee member may recognize a member of the public for the purpose of asking question(s) relating to the matter under consideration by the Committee. Members of the Committee must use judgment and discretion when recognizing members of the public to answer a question during the time they have the floor. 3 Members of the Committee may also ask questions of staff in order to clarify their understanding of the relevant information necessary to make an informed judgment. In preparation for Committee meetings, Committee members may want to consider contacting the Community and Economic Development Director, in sufficient time prior to the meeting, to advise the question they intend to ask in order for the Community and Economic Development Director to attempt to bring the additional information to the Committee meeting. 4 The Chair shall be the presiding officer at all meetings. If the Chair is absent, the Vice -Chair shall preside at the meeting. If the Chair and the Vice -Chair are both absent, the Community and Economic Development Director shall call the meeting to order and preside until such time the Committee elects among itself a member to preside at the meeting. The presiding officer, at all times, shall be allowed to vote in the same manner as all other members of the Committee. 5 The presiding officer has two unique powers: interpreting and applying the rules of procedure; and recognizing speakers from the audience. That official shall have the obligation to be impartial and objective in conducting the meeting. & The presiding officer shall recognize all speakers from the audience, except when a member of the Committee has the floor and they expressly recognize a member of the audience who desires to speak on the issue under consideration. 7 The presiding officer has the responsibility to facilitate discussion by the Committee. This may occur in a variety of ways, including: • Interpret and apply rules of procedure • Decide whether motions are properly made. • Decide whether motions are in order. • Decide whether questions of special privilege ought to be granted. • Decide when to recognize speakers. • Call for motions or recommend motions. • Expel disorderly persons from the meeting. • Enforce speaking procedures. 8 The presiding officer is responsible for maintaining order at the meetings. Although meetings must be open to the public, no person who is noisy or unruly has a right to remain at the meeting. When individuals abuse their rights to be present, the presiding officer, subject to overrule by the Committee, can order their removal from the room. 408: VOTING: All members of the Committee have equal voting authority. The Community and Economic Development Director and Liaisons have no voting authority. SECTION 500 MOTIONS AND RESOLUTIONS 501: The Committee may take formal action in one of two methods - motions or resolutions. All motions in any form require a second unless otherwise stated below. All votes of the Committee in any of the two methods require a majority vote for approval unless otherwise specified below or prescribed by statute or City code. 502: MOTIONS A motion is a matter of parliamentary procedure. Motions are a formal method of bringing business before the Committee and for stating propositions on which a decision will have to be made. It also can be used in the form of a proposal so that the Committee can act by resolution. Motions may be used to introduce resolutions, to amend them, and to take any other actions concerning them. Motions may also be used for action on simple administrative acts, such as approving the monthly department reports or directing City staff. Every motion shall be stated in full and be reasonably understood, to the extent practical, before it is submitted to a vote by the presiding officer. 503: RESOLUTIONS Resolutions are normally used to reflect the Committee position on items of business that do not require or warrant an ordinance. Resolutions may be enacted on a motion, which has been duly seconded, and received majority vote. The Community and Economic Development Directorwill maintain a record of all resolutions and will be responsible for the proper numbering and execution of each resolution adopted by the Committee. SECTION 600 SCOPE OF POWERS AND DUTIES 601: POWERS AND DUTIES: The Committee shall act in an advisory capacity to the Prior Lake Economic Development Authority and shall advise on Economic Development matters identified in Section 100 and Section 200 or as assigned to the Committee by the Economic Development Authority. The Committee Chair shall give an accounting of the Committee's activities with respect to its purposes, goals and objectives to the Economic Development Authority on a regular basis. Additionally, specific powers, duties and responsibilities may be assigned to the Committee upon approval of the Economic Development Authority. 602: SUBCOMMITTEES: The Committee may divide its membership into Subcommittees as it deems necessary to implement its goals and objectives. SECTION 700 AMENDMENTS 701: AMENDMENTS: These bylaws shall be reviewed by the Committee annually. The Committee may recommend revised bylaws to the Economic Development Authority and City Council for final approval. PRip h 4646 Dakota Street SE Prior Lake, MN 55372 � ECONOMIC DEVELOPMENT ADVISORY COMMITTEE REPORT MEETING DATE: June 27, 2413 AGENDA M 4.d. PREPARED BY: Casey McCabe, Community Development Specialist AGENDA ITEM: ECONOMIC GARDENING PROJECT DISCUSSION: Introduction The purpose of this agenda item is to update the EDAC on the EDA's discussion of the new Scott County Economic Gardening Program during their June 17, 2013 meeting. History The Scott County Board of Commissioners agreed to provide funds that would allow all eligible businesses in the county to participate in a new Economic Gardening Program which targets exist- ing rg_owth companies. This program, initiated by the Edward Lowe Foundation, supports entre- preneurship through research, recognition and education. Counties participating in 2013 include Anoka, Carver, Hennepin, Scott, and Suburban Ramsey, Current Circumstances Those businesses who may be eligible to apply include: (1) for - profit, privately held companies headquartered in the participating counties; (2) companies that generate annual revenue of be- tween $1 million and $50 million, (3) companies that employ between 10 and 99 full -time employ- ees; (4) companies that can demonstrate growth over the past five years; and (5) companies that provide products or services beyond the local area. Through the Economic Gardening Program an eligible business can receive the flowing types of benefits: (1) identifying and prioritizing sales leads and business opportunities; (2) refining core strategies and business models; and (3) using social media to connect with customers. A regional network is then established to provide companies' access to highly skilled research specialists that will be matched with the qualifying/selected companies. Conclusion The EDA was asked to identify potential participants in Prior Lake who may be interested in partic- ipating in the Economic Gardening Program. The EDA identified businesses in Deerfield Industrial Park, Waterfront Passage and Welcome Avenue Industrial Park as the area to target for initial participation. ISSUES: City staff will contact and provide program information to businesses in the target area; applications are due by mid -July. FINANCIAL None. IMPACT: ALTERNATIVES: Information Only. RECOMMENDED Information Only. MOTION: ATTACHMENTS: 9. Economic Gardening Project Information Better information, better t d better )ME you kitow more about your company than anyone e' But like most CEOs you could probably use sonic Delp when it comes to decisions about new markets, generating sales leads or deriving more value from your wcbsite. We realize you wouldn't typically took to economic e' development or entrepreneur support organizations for Ibis type of help nut that ma be clianging as we implement the Hennepin - Carver -A uoka- Ramsey -Scott l cottonuc Gardening Program. Economic GardeningO represents a new way of thinking about supporting growth companies and letting business owners know how important they are to our local economies. So it ►stead of offering traditional incentives like tas credits or real estate discounts, we're offering something that alight be even more valuable to you: information •— strategic Information — gathered with your guidance ant[ specifically for your company: %X /e've observed tilts model in many other areas around the country god seen what kind of impressive results it produces. T t - ° -' llow it works: Parhtcring with the Natioilal ter for Economic Gardening, we've set tip a regional network to provide virtual access to teams of highly skilled research specialists that will be matched with a select group of qualifying companies. Using private conference calls and a secure online workspace Us team will Interview the company to help identify specific issuics. The tean2 devotes about 60 hours to cacti company over the course of a few ttloiltils as they work quickly to deliver action- oriented 'illation. In addition to the research tcam, tile program also includes peer learning opportunities via CEO roundtables and forums. This progratli is avalable only to companies that meet certain criteria ----- and is offered to them sit no cost. As it growing company, you nuke a positive impact out oft local economy. We want to help you make an even bigger impact. economic Gardening services are specifically designed to help growing companies make better decisions while navigating the clialleages associated with growtil. What to expect Rest Costs are covered by regional of state orgailizations , who have pooled funds to support this program. Time: Accepted companies will spend about 60 hours over the course of eight montlis collaborating with their research team. lInticipauts will also attend CHO toundtables and forutus. (Attendance is mandatory for at least sic of the eight roundtable sessions and three of the four forums) Potential Issues: Identifying and priotitizing sales leads and business opportunities; refining your core strategies and business model; mid using social media to connect Willi customers aild create buzz about your products or services. Logistics: For die research component, You don't even have to leave your office. All cone muuications ate handled through ate phone and a secure online portal where a workspace will be assigned to your company: s�° . '�'' a. � r �.". _ �_ � -Y ,,: _ � z +�-v 3 ✓� � r -v E a�; -5 �..,v. -2 � £ � -z'�S- w ?--„ ;:.z,..3„ Hundreds orcompanies ocross the country have tested and implemented this progr om with outstonding results: "Economic Gardening is like a shot of adrenaline for a business... There are things you know you should be doing to grow, but theme simply aren't enough hours in the day to get to them.The program creates structure and deadlines, and gives you resources to research some of those strategic issues" -- Mike Fox, CEO of Ingenuity (EQ, a provider of indoor air quality solutions based in Midland, Mich. "rho three (research, roundtables and forums) were synergistic, Discussion on how other roundtable members used or planned to use the research techniques or information from the forums helped illustrate how I might possibly use them for my business," --- Stevphen Dom, COO of Globol?`ax Network (GTN), on intemotional assignment tax (rat in Maple Grove, Minn. "My roundtable group also confirmed that our game plan for growth was on track, which was really helpful. Knowing what you're doing right can be just as beneficial as knowing what to do differently' — Loren O'86en, CEO of li &F Fastener Supply, a Minneapolis -based distributor of industrial and construction supplies How to get started To learn snore abont eligibility requirements, visit littps://itas,tin6oii 2 Complete the online application. Among other things, you'll be asked to submit revenue and etuployinent ttutubers for the past fine years. You'll also be asked to list strategic business issues you need Help with. 3 Someone from our organization will contact you within 24 hours. 4 Your application will be reviewed by the selection tear. Once accepted into the program, we'll schedule an interview between you and the research teats to start the process. Value for your time Our Lrcoaonuc Gardening prograEn includes not only research services, but -.Also a pcer•learning component in the form of CFO roundtabtes and forttim'flit goat of combining these three educational experiences is to aceeleExte. the value that entrepreneurs receive and take every interaction more nicaningful. For ex-ample, the research assistance provides iustan -tune information to roadblocks that CFOs are facing. Forums give participants an opportunity to learn from a seasoned entrepreneur who has successfutty exited second stage and roundtablcs enahtc participants to learn from o th er sccand stagers. In addition, roundtable facilitators inake introductions to CEOs in other roundcables or at quarterly forums —and recognize when the research team could address a specific issue for participants. Bottoniline, this is a holistic program that'€ geared to -Ann second - stagers with (lie right information, resources and referrals so they can snake - better decisions and grow their businesses faster. For more info, contact: The Edward Lowe FoErndotion is a nonp,ofrt o+gOzotion that stfppats entrepreneur lup through eeteorrh, recognWon and educoUord programs, whM a e defvered thitnh entrepreneur support organ +`nat ons (FSOs). The Na6oM Center for Ecormik Garden ag is a poetnerchip bets ew the foundation curd Chris Gibbons. CE TER F OR NCEG defiwis ecommrc Gardening Serykes and molbto'ns notional standards In Naming and ce(Vflcat+on for Q Nmowi. CONOMIC GARDENING both reg.orwJ and voiev�de net%4- rks. For more fo visit vwAvedwordlowe.org Anoka, Carver, Hennepin, Scott & Suburban Ramsey Economic Gardening Plat I �sr Twin Cities Regional Economic Gardening Partnership Recognizing the need for sustained growth of second -stage grox\41i companies the Counties of Hennepin, Carver, Anoka, Scott and Suburban Ramsey established the Regional Economic Gardening Partnership to provide select growth companies with free business research and enhancment. Companies who participate ill this free opportunity must show potential for job creation and long business groNAh, Applications are submitted on line until July 15, 2013. Hennepin County previously funded a "Pilot" Economic Gardening project which assisted in the design of this current Partnership program. Hennepin County is the lead Agency �vitll support from Ramsey, Scott and Carver Cminties. The Counties will implement the Edward Lowe Foundation's Economic Gardening Program to provide practical tools and techniques designed specifically for growing regional second stage companies within the Counties (see map) including provision of: Custom Research: Forty (40) hours per CFO of three "pods" of fifteen (15) selected core companies (for a total of forty five (45) companies); CEO Roundtable Sessions: eight (8) half day sessions for the CEO's of the forty -five (45) selected core conipaives; and CEO Formin Events: Four (4) sessions for CEO's of rap to 100 additional companies per session, Contacts in each of file Counties are: Hennepin and Carver - Ron White roll. G o.henil e lil .11)iLllS - 952- 881 -6577 Scott County- Larry Raddatz lraddatz(rr?,co.seott.mn.us 612 -518 -3142 Suburban Ramsey- Denise Beigbeder Denise.beigbeder r,co.ramsey.iml.us 651 - 266 -8005 /4 PRip\ 4646 Dakota Street SE Prior Lake, MN 5 5372 ECONOMIC DEVELOPMENT ADVISORY COMMITTEE REPORT MEETING DATE: June 27, 2013 AGENDA #: 5.a. PREPARED BY: Casey McCabe, Community Development Specialist AGENDA ITEM: EDA UPDATES DISCUSSION: Introduction The EDA held its regularly scheduled meeting on Monday, June 17, 2013. The EDA discussed the following items on their agenda. ➢ 2012 Annual Financial Report ➢ Revised Business Subsidies Policy ➢ Funding Options for Sewer/Water Fee Deferral Program ➢ County Highway 42 Study Area Follow -up ➢ Extension of Sewer/Water to the Orderly Annexation Area ➢ Economic Gardening Program History ➢ 2012 Annual Financial Report The EDA reviewed pertinent sections of the City of Prior Lake 2012 annual financial report which reflect the activity and balances for the EDA and approved a motion to accept the 2012 Financial Report as submitted. ➢ Revised Business Subsidies Policy The EDA reviewed staffs proposed amendments to the City of Prior Lake Business Subsi- dies Policy and requested the City Council authorize the EDA to conduct the public hearing with regard to those amendments. The current business subsidies policy is somewhat restrictive compared to State Statute requirements. The primary purpose of the proposed amendments is to bring the policy in line with State Statute requirements and eliminate some of the restrictive reporting require- ments. The EDA also asked staff to develop a separate "business incentives" policy that is based on local needs and requirements which would be more flexible than what is required in the state business subsidy statute. The EDA stated the local business incentives policy should include periodic reporting with full transparency and a written agreementicontract for every incentive. ➢ Funding Options for Sewer/Water Fee Deferral Program As was requested during a previous EDA meeting, staff provided three basic options, for EDA consideration, to fund the Sewer and Water Fee Deferral Program, including: (1) budget funds annually in the EDA budget, using tax levy dollars, (2) request that the city council allocate sufficient funds from reserves; or (3) ask that the utility trunk funds be used to capitalize this program. The EDA discussed a funding mechanism whereby the EDA would receive a loan for each sewer /water fee deferral loan from general fund reserves and then pay it back with a higher interest rate (i.e., two more percentage points). The EDA annual budget would include a sufficient amount of funding to pay the amount necessary to cover the increased interest cost. The EDA approved a motion authorizing staff to develop an inter -fund loan approach, as discussed, in order to support the Sewer and Water l=ee Deferral Program from general fund reserves. ➢ County Highway 42 Study Area f=ollow -up The EDA had a follow -up discussion to the June 10f joint City Council f EDA 1 Planning Commission meeting where WSB presented their initial CH42 Corridor Study update. EDA members discussed WSB's preliminary recommendations in relation to EDA goals /plans as well as city desires versus what the market can support. ➢ Extension of Sewer/Water to the Orderly Annexation Area The EDA reviewed the status of an important future extension of sewer and water systems south of County Highway 82 to serve development in the orderly annexation area. The properties included in this future extension area are privately owned and the estimated total cost for sewer, water, storm sewer and streets is $4 million. The EDA commissioners supported staffs inclusion of this important infrastructure system into the city's capital improvement plan as may be deemed most appropriate and necessary in order not to inhibit future development in the orderly annexation area. ➢ Economic Gardening Program Staff provided an update to the EDA on the new Scott County Economic Gardening Program which targets existing growth companies. Staff asked EDA commissioners to consider busi- ness in Prior Lake that may fit the profile for those that could benefit from the county- funded program. The profile includes for - profit businesses with 10 -99 employees and annual rev- enue of $1 million to $50 million, all providing productstservices beyond the local area. Other participants include Anoka, Carver, and Suburban Hennepin counties. EDA commissioners recommended staff target the businesses located in the Deerfield, Wel- come Avenue and Waterfront Passage development areas. Staff will have follow up dis- cussions with EDA commissioners to review information which will be sent to these targeted businesses. ➢ Other Business EDA Member Bob Morris contacted City staff and stated his intent to resign from the Eco- nomic Development Authority and Technology Village Board of Directors. EDA members discussed the recruitment process to fill the probable vacancy once a formal resignation is received. Members also discussed items for the July meeting agenda including an outline for a local business incentives policy, a draft 2012 EDA budget and updates from the EDAC, Technol- ogy Village Board of Directors, as well as a general development update in the City of Prior Lake. Conclusion Updates of EDA activity related to the above listed topics will be presented to the EDAC during the June 27, 2013 meeting. ISSUES: Update only. FINANCIAL None, IMPACT: ALTERNATIVES: Update only. RECOMMENDED Update only. MOTION: