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HomeMy WebLinkAbout01 22 2015 EDA Meeting Agenda Economic Development Advisory Committee vtt Meeting Agenda Thursday, January 22, 20154 7:30 a.m. 4rjN s°ltt° City Hall, Wagon Bridge Conference Room 1. Call to Order 2. Approval of Meeting Minutes a. December 4, 2014 3. Old Business a. EDAC Commercial Area Liaisons b. Welcome New Business Visits 4. New Business a. Election of Officers b. Review EDAC Bylaw Amendments 5. Other Business a. EDA Meeting Update b. Staff Updates i. Short-Term Rental Ordinance ii. Downtown Parking Study Status iii. C-3 Ordinance Amendment Approval c. Member Ideas/Recommendations & Activity Update i. Prior Lake Business Contact— Discussion 6. Next Meeting Date a. February 26, 2015 7. Adjourn Phone 952.447.9800 / Fax 952.447.4245/voww.cityofpriorlake.com 01 PRIQ+ ti f 4646 Dakota Street SE Prior Lake, MN 55372 1r�MvEsOD/ CITY OF PRIOR LAKE, MINNESOTA ECONOMIC DEVELOPMENT ADVISORY COMMITTEE MEETING MINUTES—December 4, 2014 1. Call to Order The meeting was called to order at 7:32 a.m. in the Wagon Bridge Conference Room at Prior Lake City Hall. Members present: Lloyd Erbaugh, Bill Henry, Wade Larson, Annie Sheehan-Kerber, Thane Tande, Kim Prchal, Marisa Colby and Sandi Fleck. Members absent: Jim Mahoney, Mike Stout, Greg Schweich and Michelle Choudek. Staff present: Dan Rogness and Casey McCabe. Guests present: Nick Rogosienski and Philip Rogosienski with CityCenter. 6. Other Business b. Presentation: Prior Lake Mobile app—Nick Rogosienski, CityCenter Marketing Solutions With guests Nick and Philip Rogosienski present, agenda item 6.b. was moved to the beginning of the meeting. Nick Rogosienski presented the City of Prior Lake app that is currently under construction with an expected launch date of March 1, 2015. CityCenter has entered into a contract with the City of Prior Lake for development the app,which will be the`official"app of the City of Prior Lake. City of PL and PL Chamber will help promote the app through websites, newsletters, cable TV, etc. Prior Lake app will include: ➢ Event calendar(all church, school, city, chamber, civic groups, etc.) ➢ Local business search (PL businesses only) ➢ Location based marketing ➢ City information ➢ Notify City capabilities(potholes, graffiti, etc.) ➢ Park&Rec information ➢ School District Information ➢ Public alerts ➢ New resident welcome kit Businesses will receive a graphic/logo, address, phone,website twitter, Facebook contact information as well as business description, directions and Live Link capabilities. The Live Link will allow customers to rate businesses and services and send notices and coupons to their friends and contacts via Facebook. In app ads will be sold to local businesses. Businesses will receive an IBeacon to send customer alerts to potential customers within a specified radius of their store. Cost for businesses is $49/month, guaranteed not to increase. In-app ads will be an additional cost. 1 2. Introductions I Welcome New and Returning Members Erbaugh: welcomed new members Prchal and Colby and returning members Henry and Fleck, 3. Approval of Meeting Minutes a. October 23,2014 MOTION BY HENRY and SECOND BY LARSON to approve the October 23, 2014 meeting minutes as submitted. Motion adopted unanimously. 4. Old Business a. Prior Lake Business Contact—Discussion EDAC Members: provided updates to the committee related to the EDAC business communication handout and community profile/marketing packet that was, or is in the process of, being handed out to local businesses. b. EDAC Commercial Area Liaisons EDAC Members: discussed assigning an EDAC liaison to the five previously identified commercial areas of the community. The liaison would interact with business owners and communicate city activities and provide an additional point of contact for questions and concerns. The five commercial areas are: Downtown Area; Deerfield Business Park/Welcome Avenue Industrial Area; Commerce Avenue/Fountain Hills Area; Village Commerce/South Lake Village Area; and Gateway Area. EDAC Members: recommended this item be placed on the January meeting agenda for discussion and assignment of EDAC liaisons. 5. New Business a. Welcome New Business Visits McCabe: presented staffs report and suggested the EDAC consider identifying volunteers who, along with city staff, would visit new businesses to welcome them to the City of Prior Lake. The purpose of the visits would be to express appreciation for their business in the community, inform the business owner of the EDAC and their role in the community and provide contact information for future questions. Colby: suggested the EDAC may want to consider assigning one member of the EDAC to each new business for a short term (6 months)to act as a point of contact for questions or any concerns. EDAC Members: also suggested offering a small welcome to Prior Lake gift. EDAC Members: supported the idea of welcoming new businesses to the community and recommended this item be placed on the January meeting agenda for discussion. 6. Other Business a. EDA Meeting Update Rogness: provided an update from the November 17, 2014 EDA meeting on the following topics: ➢ EDA Special Revenue Fund Financial Report ➢ Resolution Approving Final 2015 EDA Budget and Tax Levy ➢ Development Update ➢ Technology Village Phase 11.2 Business Plan ➢ C-3 Business Park Ordinance Amendments ➢ 2014 EDA Accomplishments and 2015 EDA Goals ➢ EDAC Member Appointments c. Staff Updates i. City Council I Advisory Committee Work Session Follow-Up Due to limited time,this agenda item was not discussed. ii. Short-Term Rental Ordinance McCabe: informed the EDAC that the City of Prior Lake is considering adoption of a short-term rental ordinance. Mr. McCabe added that there are a number of homes in the community, particularly on the lake, that are leased out on a daily or weekly basis. Some members of the community have expressed concerns with different groups of people renting a neighboring houses on a short term basis and the noise and other disruptions this causes. Mr. McCabe stated the City Manager suggested the EDAC review the proposed short-term rental ordinance when it is available and provide comments to City staff. EDAC Members: were in favor of reviewing and commenting on the proposed ordinance language. McCabe:stated staff will send out the draft ordinance via email when it is available for EDAC member comments. Those members wishing to comment my send comments to Rogness or McCabe. iii. Development Update McCabe: presented an updated list of 2014 Prior Lake commercial activity prepared by staff. The list included new construction, relocations,expansions,acquisitions and pending businesses. Members reviewed and discussed the list. d. Member Ideas/Recommendations&Activity Update None. 7. Next Meeting Date. Due to the Christmas Holiday, the EDAC will not be meeting on December 25, 2014, which is the next regularly scheduled meeting date. The next regular meeting of the EDAC will be on Thursday, January 22, 2015 at 7:30 a.m. 8. Adjourn. MOTION BY COLBY and SECOND BY PRCHAL to adjourn the meeting. Motion adopted unanimously. The meeting adjourned at 9:00 a.m. Submitted by: Casey McCabe Ot PRION N °' 4646 Dakota Street SE Prior Lake, MN 55372 4sr se. ECONOMIC DEVELOPMENT ADVISORY COMMITTEE REPORT MEETING DATE: January 22, 2015 AGENDA#: 3.a. PREPARED BY: Casey McCabe,Community Development Specialist PRESENTED BY: Dan Rogness, Community&Economic Development Director AGENDA ITEM: EDAC COMMERCIAL AREA LIAISONS DISCUSSION: Introduction The purpose of this agenda item is to consider assigning an EDAC liaison to the commercial and industrial areas of Prior Lake. History One of the committee's duties outlined in the EDAC Bylaws is "To serve as a liaison between city government and the community through interaction with business leaders and community residents." The EDAC previously discussed the idea of assigning some of its members as a liaison to specific commercial and industrial areas of the community. The role of the EDAC liaison would be to help communicate City and EDAC activities with business owners and provide an additional point of con- tact for their questions and concerns. Current Circumstances An EDAC communication piece and the Prior Lake community profile/marketing packet has been distributed to the commercial areas of the community. The intent of the handout is to identify what the EDAC is and their role to support businesses, invite the business to contact the EDAC, attend a meeting if they wish, and highlight the positive activities of the EDAC over the past few years. The EDAC previously divided Prior Lake's businesses into five commercial areas and assigned a member to deliver the EDAC handout and marketing packet. Below is a list of the identified com- mercial and industrial areas and the EDAC member assigned to each area. ➢ Downtown Area—Erbaugh ➢ Deerfield Business Park/Welcome Avenue Industrial Area—Petersen & Henry ➢ Commerce Avenue/Fountain Hills Area—Larson ➢ Village Commerce/South Lake Village Area—Fleck ➢ Gateway Area—Sheehan-Kerber Conclusion The committee is now asked to discuss assigning an EDAC liaison to each of the identified com- mercial areas and determine what level of contact should be provided to the businesses and what information would be valuable to the commercial and industrial businesses in the community. Attached to this report is a spreadsheet prepared by EDAC member Sheehan-Kerber. Ms. Sheehan- Kerber created the spreadsheet to help track current businesses and contact information. Staff will provide an electronic copy of this spreadsheet to all EDAC liaisons to track the businesses and contact information for their assigned areas. ISSUES: If the EDAC wishes to assign liaisons, the committee should identify a minimum of five members who are willing to volunteer their time to serve as an EDAC liaison to each of the five identified commercial and industrial areas of the community. FINANCIAL None. IMPACT: ALTERNATIVES: 1. Motion and Second assigning EDAC liaisons to the five commercial and industrial areas as identified. 2. Provide direction to staff and continue discussion at a future meeting. RECOMMENDED Alternative No. 1. MOTION: ATTACHMENTS: 1. EDAC Business Contact Sheet � v c � r; v 11 111111 a v v J I__ 0`�^ c c co 1o 0 0 II lin11V _R 16 V N N R 1111111 I I II 1111 tt U R i+ H C 0 u o m t c o`n a`o v .0 I � Ov m` >wI � � Y O O c � a �N � p� A D J N � O U s 1111 O � F III O _ N 1 a �u �2 i !: t1 1111111 .D� o 0 0 PKIp+P ti 4646 Dakota Street SE Prior Lake, MN 55372 4eNlvEs0S�'' ECONOMIC DEVELOPMENT ADVISORY COMMITTEE REPORT MEETING DATE: January 22,2015 AGENDA#: 3.b. PREPARED BY: Casey McCabe,Community Development Specialist PRESENTED BY: Dan Rogness,Community&Economic Development Director AGENDA ITEM: WELCOME NEW BUSINESS VISITS DISCUSSION: Introduction The purpose of this agenda item is to discuss establishing an"EDAC Welcoming Committee"and sched- uling EDAC visits with all future new Prior Lake businesses. History EDAC members attempt to maintain contact with businesses in the community through business reten- tion &expansion visits, events like the Business &Industry Forum, the EDAC electronic newsletter and other communications. The EDAC has previously discussed additional opportunities to interact with businesses in the community. Current Circumstances The Chamber of Commerce currently has two Chamber Ambassador groups who schedule approxi- mately six visits each month with Prior Lake Area Chamber member businesses. In addition,the Cham- ber conducts many ribbon cutting and grand opening events with new Prior Lake businesses. The EDAC may choose to establish a committee of two or three members who, along with city staff, would visit new businesses in the City of Prior Lake. The purpose of these visits would be to welcome the business to Prior Lake and express appreciation for their business in the community, inform the business owner of the EDAC and their role in the community and provide a contact person for questions or concerns. Conclusion EDAC members discussed this topic during their December 2014 meeting and supported the idea of welcoming new businesses to the community. EDAC members suggested the committee may want to consider assigning one member of the EDAC to each new business for a short term(6 months)to act as a point of contact for questions or any concerns. EDAC members also suggested offering a small wel- come to Prior Lake gift during the visit. If the EDAC wishes to establish a"Welcoming Committee"members should identify volunteers, discuss the role of this committee and what information should be provided during the meeting. FINANCIAL None. IMPACT: ALTERNATIVES: 1. Motion and Second appointing EDAC members to serve on the EDAC Welcoming Committee. 2. Provide direction to staff and continue discussion at a future meeting. RECOMMENDED Alternative No. 1 MOTION: O. _.PRI0 41) ti 4646 Dakota Street SE Prior Lake, MN 55372 4/1 sol", ECONOMIC DEVELOPMENT ADVISORY COMMITTEE REPORT MEETING DATE: January 22,2015 AGENDA#: 4.a. PREPARED BY: Dan Rogness, Community&Economic Development Director AGENDA ITEM: ELECTION OF OFFICERS DISCUSSION: Introduction The purpose of this agenda item is to elect a Chair and Vice-Chair from among the EDAC members. Section 206 of the EDAC Bylaws state, "The Economic Development Advisory Committee shall elect from among its membership a Chair and Vice-Chair. The City Manager or his/her designee shall serve as Secretary of the Committee." History The Chair shall be elected at the first meeting in November by majority vote of the Board members present at the meeting. The term of the Chair shall begin in November and run for one year. The duties of the Chair shall include approval of meeting agendas, presiding at meetings, and giving an accounting of its activities and any information the Board may consider relevant before the EDA annually or as directed otherwise. 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. The Secretary shall be responsible for recording and compiling a written summary of all official activities of the Committee. The 2014 elected EDAC Chair is Lloyd Erbaugh. The 2014 Elected Vice-Chair is Thane Tande. Dan Rogness has been designated by the City Manager to serve as the Secretary of the EDAC. Current Circumstances All EDAC members are eligible to become officers for 2015. The current Chair and Vice-Chair are eligible for reappointment for 2015. Conclusion The 2015 EDAC Chair and Vice-Chair should be elected by the EDAC on January 22, 2015. ISSUES: The annual appointments are for one-year term from November to October. The EDAC Chair and Vice- Chair will serve a term ending in October 2015. FINANCIAL None. IMPACT: ALTERNATIVES: 1. Motion(s)and second(s)to elect an EDAC Chair and Vice-Chair. 2. Table the election. RECOMMENDED Alternative No. 1. MOTION: Lt0t PR/04 U en 4646 Dakota Street SE Prior Lake, MN 55372 ECONOMIC DEVELOPMENT ADVISORY COMMITTEE REPORT MEETING DATE: January 22, 2015 AGENDA#: 4.b. PREPARED BY: Casey McCabe, Community Development Specialist PRESENTED BY: Dan Rogness, Community&Economic Development Director AGENDA ITEM: REVIEW EDAC BYLAW AMENDMENTS DISCUSSION: Introduction The purpose of this agenda item is to review the recently amended EDAC Bylaws. History The City Council adopts bylaws to provide a set of operating procedures for the City Council and city advisory committees. The Bylaws are updated on a regular basis to reflect changing conditions. The City of Prior Lake Compensation and Bylaws Committee,together with Sarah Schwarzhoff from the City Attorney's office and City Manager, have reviewed the bylaws for all advisory committees and recommended multiple amendments to provide consistency. Current Circumstances During their January 12, 2015 meeting, the Prior Lake City Council adopted a resolution amending multiple bylaws, including the EDAC Bylaws. Conclusion City staff will discuss the changes made to the EDAC Bylaws during the January 22nd meeting. ISSUES: The EDAC should acquaint itself with changes to their bylaws. FINANCIAL None. IMPACT: ALTERNATIVES: Discussion Only. RECOMMENDED Discussion Only. MOTION: ATTACHMENT: 1. EDAC Bylaws(showing amendments) 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 August 19,2013 September 23,2013 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("EDA")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 151 and ending October 3151 The members of the Economic Development Advisory Committee shall annually elect officers in accordance with the procedures of paragraph 206 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 through interaction with business leaders and community residents. 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 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,the Prior Lake Area Chamber of Commerce and other organizations deemed appropriate by the EDA and EDAC,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. 1205. 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 Applications are solicited.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 Screening Committee.The City Manager or his designee,the EDA liaison to the Committee,the staff liaison to the Committee,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 Appointment. The Screening Committee shall interview all candidates who have applied for appointment or reappointment and make a recommendation to the EDA. The recommendation of the Screening Committee will be presented to the EDA. The EDA may accept or reject the recommendation.if the recommendation is rejected,the EDA may appoint another individual or reopen the application period and invite new candidates to apply. applicatiens. 2 The City Manager or his designee,the Economic Development Authority liaison 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 Development Authority The recommendation of the Screening Committee will be presented to the Economic Development Authority. The Economic Development • •" •=: :: .•• •" •• - .:: ] Identical to City Council Bylaws Commented[551: 206. OFFICERS: The Officers of the Prior Lake Economic Development Advisory Committee shall elect fromamonq its membersbe a Chair and;Vice-Chair-oda-a Secreta-1P. The City Manager or his/her designee shall serve as Secretary of the Committee. Chair. The Chair shall be elected at the first meeting in November by majority vote of the Board members present at the meeting.The term of the chair shall begin in 2 November and run for one year.The duties of the chair shall include approval of meeting agendas,presiding at meetings,and giving an accounting of its activities and any information the Board may consider relevant before the EDA annually or as directed otherwise.The Chair of the Committcc shall be appointed in November from Economic Development Advisory Committee present during the vote.The duties of the Chair include: Review and approve meeting agendas. Preside at meetings. Participate with the Economic Development Authority in the selection of Committee members. 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 • •- •- •- . . . •- ecretary 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. Commented[SS2] Identical to other Subcommittee Bylaws 207. 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. 208: 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 EDAEconomic Development Authority.Just cause includes but is not limited to the following: (i)failure to attend a minimum of 75%of meetings;(ii)failure to attend site visits/inspections; (iii)failure to review and understand agenda materials;(iv)failure to participate in an appropriate and productive manner;and(v)failure to continue to meet any requirement set forth in Section 203.to nonattendance at Economic Development Advisory Committee meetings,lack of participation,or lack of residence or connection to a busines.,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: 3 • 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 committee memberofficial shall orally inform the commitecEconomic Development Adviser-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 4 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,EDAEconomic Development Authority,staff and others designated by the EDAGity-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 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. t04: AGENDA AND MEETING FORMAT:Business of the meeting will be conducted according to the Agenda prepared by the Staff Liaison.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: 1. Call to Order 2, Roll Call 3. Approval of Minutes 4. Hearings 5. Old Business 6. New Business 7. Announcements!Correspondence 8. Adjournment 5 405: MINUTE PREPARATION. The Staff Liaison is responsible for the preparation of the minutes of the meeting.The meeting proceedings will be audio-recorded and written minutes will be prepared.The written minutes of the meeting as approved by the Committee are the official record of the meeting.The audio recording is intended to supplement the minutes for the purpose of an"on the record review"in a judicial proceeding.A DVD recording may also be prepared for the purpose of rebroadcast of the meeting on the City's public access cable channel. The following two requirements for"minute"preparation shall be adhered to: 1. All motions typed in capital letters. 2. List the names of the Committee Members after their vote on each motion. 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 adiournment 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 Staff Liaison 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. 3. All audio and DVD recordings will be retained in accordance with the City's data retention schedule. 406: 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 guestion(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 Staff Liaison.in sufficient time prior to the meeting,to advise the question they intend to ask in order for the Staff Liaison to attempt to bring the additional information to the Committee meeting. 6 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 Secretary 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 obiective 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 in the Council Chambers.When individuals abuse their rights to be present,the presiding officer,subject to overrule by the Committee,can order their removal from the room. 407: PUBLIC HEARING FORMAT. Public Hearings shall be conducted in the following manner: 1. The presiding officer announces the agenda item that is the subject of the public hearing. 2. It is the intent of the Committee to open all public hearings at the time indicated in the public hearing notice,or as soon as possible thereafter.From a practical standpoint,not all hearings can be opened at their designated time.The Committee may delay the start of a hearing until the pending business is acted upon.However under no circumstances may a public hearing be opened prior to the time specified in the notice and published in the official newspaper. 3. Staff and/or a consultant make a presentation or report on the subiect matter of the public hearing. 4. At the conclusion of any presentation or remarks by staff and/or a consultant,the presiding officer asks the Committee members if they have questions of the staff or consultant. 5. The presiding officer requests a motion and second from a member of the Committee to open the public hearing and calls for a vote. 6. The presiding officer declares the public hearing opened,announces the time and then proceeds to ask for citizen input,comments and questions. • Members of the public, interested parties or their authorized representatives may address the Committee orally. If the speaker intends to present written or 7 hard copy materials to support their presentation to the Committee,they must provide the staff,at the time of their presentation or before,seven(7)copies of the original for distribution to Committee members and City staff. If the materials are lengthy the members may not have sufficient time to review the materials during the presentation;please consider providing materials in advance to allow the members sufficient time for review. The materials will be included in the public record. If the speaker intends to present audio or video materials to support their presentation to the Committee,such materials must be in an electronic format that is compatible with the City's existing equipment. An audio or video presentation may not introduce testimony from any person other than the author. The electronic materials should be submitted to the staff by 12:00 p.m.noon of the day of the meeting. The City will use best efforts to play audio or video presentations.however,if there are technical or other issues the City will not disrupt a meeting in order to play the presentation. All materials including audio and video presentations are subject to the presiding officer's judgment relating to timeliness and relevance. • If unable to attend the meeting,members of the public,interested parties or their authorized representatives may submit written comments and supporting materials. Seven(7)copies of the comments and materials must be submitted to the City staff prior to the Committee meeting. The comments and materials will be distributed to Committee members and City staff. The written comments and materials will become part of the record,but will not be read aloud at the meeting • If unable to attend a meeting,members of the public,interested parties or their authorized representatives may submit testimony to the Committee using a prerecorded audio or video communication. An audio or video communication must be in an electronic format that is compatible with the City's existing equipment. An audio or video presentation may not introduce testimony from any person other than the author.The author of the recorded testimony must provide seven(7)copies to the City staff at least seven(7)calendar days prior to the meeting in order to allow staff an opportunity to view the presentation and prepare a written summary. The recorded testimony and summary prepared by the staff will be provided to the Committee as part of their Committee agenda package. The audio or visual communication may be used by individual Committee members in preparation for the Committee meeting,but will not be played during the meeting.The presentation and the summary will become a part of the public record. Generally,Committee agenda packages are distributed to members of the Committee three(3)days prior to the meeting. 7. After all persons have been heard,the presiding officer will ask whether there are any other persons in attendance who want to be heard on the matter pending. The presiding officer will explain that the Committee is going to deliberate and that the Committee may not take any additional public comment prior to closing the hearing and taking action. The presiding officer will then ask one more time whether there are any other persons in attendance who want to be heard on the matter pending. 8. The Committee addresses the subiect matter through deliberation. The Committee may ask questions of the staff and City Attorney. Committee members should refrain from calling upon a member of the public except for the sole purpose of asking a question that can be answered by a"yes"or"no"response. 9. Once deliberations are complete,the presiding officer requests a motion. There are two(2)possible motions,seconds and votes: 8 • A motion and second to close the public hearing. Once the vote is taken,the public hearing is closed. The presiding officer announces,for the record,the time the public hearing is closed:or • A motion and second to continue the public hearing to a date certain. The presiding officer,in consultation with the Staff Liaison and the Committee,shall select and announce a time and date certain for the continued public hearing. No additional publication or notice are needed if a hearing is continued to a later specified date.No public hearing may be continued more than once without re-notice,publishing the time,date,location and subiect of the public hearing. 10.If the public hearing has been closed,rather than continued until a date certain,the Committee may take action on the subject matter. 408: QUORUM AND VOTING:At each meeting a majority of all the members appointed(e.g.three out of five,four out of six)shall constitute a quorum for the transaction of business. The voting options available to the Committee when a vote has been initiated are:aye (affirmative);nay(negative vote);and a qualified abstention.When a vote is to be taken.the presiding officer shall first call for the ayes,then the nays,and if applicable,shall call for abstentions.The votes of each member shall be recorded in the minutes.If a member of the Committee is absent during a vote,the member's vote for the official minutes shall read as "absent". 401: QUORUM FOR REGULAR AND SPECIAL MEETINGS: A majority of all appointed Committee present. 405: AGENDA AND MEETING FORMAT: Businees of the meeting will be conducted according to 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 1. Call to Order 2. Approval of Minutes 3. Old Businc-, 4. New Bucines., 5. Announcements I 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 all motions shall be typed in capital letters. 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 busines.,conducted while the Committee is in session.Any comments 9 • '• _ - the 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. fling of the... utco on the City Website. 407: ROLES AT MEETING: participatory citizenry. 2 Any Committee member may recognize a member of the public for the purpose-of Members of the Committee must use judgment and discretion when recognizing 3 Members of the Committee may also ask questions of staff in order to clarify their In*-preparation for Committee meetings,Committee members may want to-consider information to the Committee meeting. Vice Chair shall preside at the meeting. If the Chair and the Vice Chair arc both preside at •- •.-- • -. . . -•- , . _ - 5 The presiding officer has two unique powers: interpreting and applying the rules of procedure;and recognizing sp kers 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 sp kers from the audience,except when a the audience who desires to speak on the is.,ue under consideration. This may occur in a variety of ways,including: 10 • Interpret and apply rules of procedure • Decide ..• - •- . _ . .. .. . • 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. g 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 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 I (commented(SS3j:Identical to City council Bylaws 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 Staff LiasionCommunity 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 AuthorityEDA.The Committee Chair shall give an accounting of the Committee's activities with respect to its purposes,goals and objectives to the . . • e- - _. -• AuthorityEDA on a regular basis. Additionally,specific powers,duties and responsibilities may be assigned to the Committee upon approval of the Economic Development-AuthorityEDA. 11 II 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 AuthorityEDA-for final approval. 12 O1 PRION ti Z.1 6 4646 Dakota Street SE Prior Lake, MN 55372 1INNEsolP ECONOMIC DEVELOPMENT ADVISORY COMMITTEE REPORT MEETING DATE: January 22, 2015 AGENDA#: 5.a. PREPARED BY: Casey McCabe, Community Development Specialist PRESENTED BY: Dan Rogness, Community&Economic Development Director AGENDA ITEM: EDA UPDATES DISCUSSION: Introduction The EDA held its regular scheduled meeting on Tuesday,January 20,2015. The EDA reviewed the following items on their agenda: ➢ Election of Officers for 2015 ➢ Downtown Parking Study Update ➢ Bylaws Amendments—EDA, EDAC, Technology Village ➢ Annual Business Incentives Report—Draft#1 ➢ Dominium Redevelopment Project Conclusion Detailed updates of EDA activity related to the above listed topics will be presented to the EDAC during their January 22nd meeting. ISSUES: Update Only. FINANCIAL None. IMPACT: ALTERNATIVES: Update Only.