HomeMy WebLinkAbout9D Reformatting Work Sessions ReportPhone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: FEBRUARY 27, 2017
AGENDA #: 9D
PREPARED BY: FRANK BOYLES, CITY MANAGER
PRESENTED BY: FRANK BOYLES
AGENDA ITEM:
DISCUSSION:
CONSIDER APPROVAL OF A REPORT PROVIDING OPTIONS FOR
REFORMATTING CITY COUNCIL WORK SESSIONS
Introduction
The purpose of this agenda item is to provide the opportunity for the city council to
discuss alternate formats for the city council work session which meet three
objectives: 1) promote the effectiveness of the work sessions and 2) address
public concerns regarding transparency and 3) allows limited public input.
History
For decades the city council has conducted work sessions prior to city council
meetings. The work sessions have been open meetings under state law. Work
sessions have neither been recorded nor have minutes been taken.
Work session agenda items tend to be more complex issues for which the staff is
seeking input. Some examples include: WSUM, GESP, Water Treatment
Agreement, Personnel Plan, Budget and CIP. There are a few exceptions such
as discussion of the audit or the sale of bonds. In these examples the council
may be advised of the details of a rating or bond sale prior to a city council
meeting at which they are to be approved.
Current Circumstances
The city council has asked the staff to identify and evaluate alternatives to the
current work session format which will continue the effectiveness of the work
session but make them more transparent so that interested parties who desire to
do so can stay informed without attending the meeting. There also appeared to
be a desire to recommend conditions under which people can address the council
at the work session.
Below are alternative work session formats which meet objectives 1 and 2:
1.Continue with the same format and location of the work session but
digitally record the meeting and make the recording available on the
internet. The digital recording would not be approved by the city council
since it is literally a recording of the meeting proceedings.
2. Continue with the same format and location of the work session but take
written minutes of each session which are approved by the city council at
the subsequent regular city council meeting.
3. Bring one camera into Parkview and use it to record both audio and video
which would be made available on the internet.
4. Move the work sessions into the council chambers and utilize the
equipment in there to take an audio and video recording to be available on
the internet.
5. Move the work sessions into the city council chambers and utilize the
equipment to digitally record the audio only for availability on internet.
A third question was whether people should be able to speak at work sessions.
Regardless of the option chosen above the council could do the following:
1. Leave the work sessions as is but amend the city council bylaws to allow
councilmembers to recognize persons in the audience who have a
comment or question just as may be done at a regular meeting of the
council.
2. Like Savage reserve a few minutes at the end of each work session to
allow the public to make a statement or ask a question as long as it is
germane to the topic at hand.
ISSUES: The changes recommended above are intended to entail the least modification to
our procedures and the acquisition of little if any new equipment to achieve the
desired end. It would be least desirable to record audio and video in Parkview
because that equipment would have to be set up and torn down each meeting
night and the product would be low quality because one camera and one
microphone are not sufficient for high quality record.
If, on the other hand a high quality meeting record is most important then
recording in the council chambers is best since the equipment is permanently in
place and ready at all times to accomplish the recording. On the other hand, the
council does not have the informality of Parkview. Nor would use of the chambers
allow the work session to continue until close to 7pm where a significant number of
people are entering the chambers.
Whatever the change, some revisions will be necessary to the bylaws.
FINANCIAL
IMPACT:
It is anticipated that two and one half additional work hours per work session or
approximately 60 hours a year would be necessary to set up, operate and tear
down equipment for recording purposes.
ALTERNATIVES: 1. Motion and second to approve one of the work session formats and public
speaking options identified above.
2. Take no action and direct the staff to assemble additional information or
options on this subject for consideration at a future meeting.
RECOMMENDED
MOTION:
Alternative #1