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HomeMy WebLinkAbout04 26 2018 BEC Agenda Packet FULL Business Engagement Committee Meeting Agenda Thursday, April 26, 2018 7:30 a.m. City Hall, Wagon Bridge Conference Room Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com 1. Call to Order 2. Approval of Meeting Minutes a. March 22, 2018 3. Old Business a. Marketing/Communication Material Update 4. New Business a. BEC Liaison Visits - Timing & Topics b. BEC Bylaws 5. Other Business a. EDA Meeting Update b. Residential and Commercial Activity Update c. Staff Update d. Member Ideas/Recommendations 6. Next Meeting Date a. Thursday, May 24, 2018 7. Adjourn 1 4646 Dakota Street SE Prior Lake, MN 55372 CITY OF PRIOR LAKE, MINNESOTA BUSINESS ENGAGEMENT COMMITTEE MEETING MINUTES – March 22, 2018 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: Kim Prchal, Stephanie Carroll, Wade Larson, Tim Marco, Ron Martin and Sandi Fleck. Staff present: Casey McCabe, Amanda Schwabe and City Engineer / Public Works Director Jason Wedel. 2. Approval of Meeting Minutes a. February 22, 2018 MOTION BY MARCO and SECOND BY PRCHAL to approve the February 22, 2018 meeting minutes. Motion adopted unanimously. 3. Old Business a. Marketing/Communication Materials SCHWABE provided an overview of previous city marketing discussion at BEC and EDA meetings as well as the EDA’s recommendation for the BEC to provide suggestions on the format for economic development information as well as content. She shared that staff has been in contact with the Scott County CDA – First Stop Shop (FSS), MNCAPS, and the Alexandria Area Economic Development Commission and gathered feedback on printed and/or electronic materials, websites development and content. During conversation with Staff, FSS shared that they are moving away from printed materials as the inquiries they receive typically request information in an electronic format. Discussion followed regarding the types of materials and content. FLECK commented that despite printed materials becoming obsolete so quickly, she finds that the Chamber still receives requests for and distributes some paper materials. She suggested creating a one-page document that would be relatively easy to update and not costly to print. MCCABE shared that Staff met with MNCAPS staff and that they expressed interest in a potential Fall 2018 student project related to developing a solution to an identified problem (e.g. attracting and retaining businesses to Prior Lake). CARROLL stated that another option may be to work with a local university and utilize the time and talents of a student for website enhancements or being a team lead in an internship type format. MCCABE explained that the City of Prior Lake is currently working to solicit information relating to an update of the City’s website. In the meantime, updates/additions could be made to our existing City website to better enhance the economic development features. MARCO commented that the BEC should determine what information we want to project related to economic development. PRCHAL stated that adding information focused on businesses, rather than residents, would be a great addition to our existing website, including but not limited to information about available space, Technology Village, incentives, etc. CARROLL suggested including information and resources related to both starting a business and expanding a business. BEC members directed staff to develop economic development related content for the website for review by the BEC at their next meeting. 4. New Business b. None. 5. Other Business a. EDA Meeting Update MCCABE provided an overview of the agenda topics from the March 12th EDA meeting. b. Residential and Commercial Activity Update BEC members received a copy of the residential and commercial activity update as of February 28, 2018. c. Staff Update City Engineer / Public Works Director, Jason Wedel, reviewed the upcoming street construction projects in Prior Lake in 2018 and 2019. PRCHAL shared that the Chamber of Commerce is working diligently to brainstorm opportunities to continue to bring people downtown before, during and after the road construction projects. LARSON requested an update on the Comprehensive Land Use Plan Update. MCCABE provided a brief overview of the proposed Comprehensive Land Use Plan changes and explained that zoning map changes would follow approval of the Comprehensive Land Use Plan. d. Member Ideas/Recommendations None 6. Next Meeting Date. The next regular meeting of the BEC will be on Thursday, April 26, 2018 at 8:00 a.m. 7. Adjourn. MOTION BY MARTIN and SECOND BY PRCHAL to adjourn the meeting. Motion adopted unanimously. The meeting adjourned at 8:59 a.m. Submitted by: Amanda Schwabe 4646 Dakota Street SE Prior Lake, MN 55372 BUSINESS ENGAGEMENT COMMITTEE REPORT MEETING DATE: April 26, 2018 AGENDA #: 3.a. PREPARED BY: Amanda Schwabe, Planner AGENDA ITEM: MARKETING/COMMUNICATION MATERIALS DISCUSSION: Introduction The purpose of this agenda item is to continue discussion about updating the City of Prior Lake website with economic development focused content/materials. Current Circumstance At the March meeting, the BEC directed staff to review the current City of Prior Lake website and develop website enhancements that would focus on Economic Development. The existing website offers community development related information including, but not limited to: planning, land use, City Code, building permits, demographics and Technology Village. Based on the BEC discussion during the March meeting, staff is proposing to create a new page focused on Economic Development which will include information related to starting or expanding a business as well as Technology Village. As part of this page, staff is recommending including links to other Economic Development resources at both the county and state level. Some examples include links to Scott County Economic Development incentives as well as MN Department of Em- ployment and Economic Development. Staff has met with Dave Elbon, Communications Coordinator for the City of Prior Lake regarding the proposed enhancements and will provide additional information at the April 26th meeting. Conclusion Staff would appreciate input from the BEC regarding any changes or additions the BEC feels are appropriate for the Economic Development page content outline (attached). FINANCIAL IMPACT: Potential costs related to designing and maintaining a new economic development page on the existing website are anticipated. ALTERNATIVES: RECOMMENDED ALTERNATIVE: ATTACHMENT: 1. Motion and Second to recommend the EDA expand the existing economic development infor- mation on the City of Prior Lake website as proposed. 2. Motion and Second to defer action to a future BEC meeting. As determined by the BEC. 1. Proposed Economic Development website content Website Enhancements – Economic Development Tabs I want to… - Add: Start or Expand A Business Visitors - Relocate: Demographics to new Economic Development page Business - Building Inspections - City Code - Community Development o Planning & Land Use  Storefront Revitalization Program (TBD) - Economic Development o Start A Business  Financial Assistance • Business Incubator Program • Sewer and Water Fee Deferral Program • MCCD Open to Business Program • MN DEED – Minnesota Investment Fund • Prior Lake Business Subsidy Policy • Revolving Loan/Low Interest Loan Funds • Scott County Fiber Network • Scott County ED Incentives (http://www.scottcountymn.gov/1198/Economic-Development- Incentives) • Tax Abatement • Tax Increment Financing  Scott County FSS (http://www.scottfss.org/)  Home Occupation Info/Permit requirements  Link to MN DEED (https://mn.gov/deed/)  MN DEED A Guide to Starting a Business in MN (https://mn.gov/deed/assets/guide-starting-business-minnesota-36th-ed- 2018_tcm1045-155254.pdf)  MN DEED Resource Guide publication (https://mn.gov/deed/assets/econ- dev-resource-guide_tcm1045-153149.pdf)  License MN (https://mn.gov/elicense/topics/#/list/appId/0/filterType/Subject/filterValu e/Business/page/1/sort//order/) o Community Profile (updated electronic version) o Demographics (relocated from Visitors tab and expanded) o Available Commercial Space info (from Land Use and Zoning page) Website Enhancements – Economic Development o Technology Village  Insert info from Development Services page  Link to Technology Village website o Resources Contact Page  Staff  EDA  BEC  Chamber of Commerce  FSS (Stacy & Jo)  MN DEED 4646 Dakota Street SE Prior Lake, MN 55372 BUSINESS ENGAGEMENT COMMITTEE REPORT MEETING DATE: April 26, 2018 AGENDA #: 4.a. PREPARED BY: Casey McCabe, Community Development Director AGENDA ITEM: BEC LIAISON VISITS – TIMING & TOPICS DISCUSSION: Introduction The purpose of this agenda item is to initiate the 2018 commercial liaison area visits and identify discussion topics or information that should be shared with our business leaders. History One of the committee’s duties outlined in the BEC Bylaws is, “To serve as a liaison between city government and the community through interaction with business leaders and community residents.” To help accomplish this, the BEC has previously assigned some of its members to act as a liaison to five specific commercial and industrial areas of the community. The role of the BEC liaison is to help communicate City and BEC activities with business owners and provide an additional point of contact for their questions and concerns. Current Circumstances One of the BEC’s goals for 2018 is to, “Continue to establish and define the commercial liaison program.” The BEC commercial area liaison assignments for the commercial areas of the commu- nity are below.  Downtown Area – Prchal / Petschl  Deerfield Business Park / Welcome Avenue Industrial Area – Carroll  Commerce Avenue / Fountain Hills Area – Larson / Tande  Village Commerce / South Lake Village Area – Martin / Briggs  Gateway Area – Marco Conclusion A Dropbox folder titled BEC Commercial Area Liaison has been created and sent to all BEC mem- bers. The folder includes a map of all commercial areas, list of commercial liaisons and their area and an BEC handout. BEC members should discuss the timing of the 2018 commercial area liaison visits and the topics and information that should be provided. FINANCIAL IMPACT: None. ALTERNATIVES: 1. Discussion Only 4646 Dakota Street SE Prior Lake, MN 55372 BUSINESS ENGAGEMENT COMMITTEE AGENDA REPORT MEETING DATE: April 26, 2018 AGENDA #: 4B PREPARED BY: Casey McCabe, Community Development Director AGENDA ITEM: BEC BYLAWS DISCUSSION: Introduction The purpose of this agenda item is to receive and review the updated BEC Bylaws. History The City Council established a Bylaws and Compensation Task Force to periodically recom- mend revisions in City Council compensation and various City committee related bylaws. Current Circumstances Two City Council members (McGuire and Thompson) serve on the Bylaws and Compensation Task Force. They reviewed the bylaws with the City Attorney, Assistant City Manager and City Manager and recommended revisions to multiple committee bylaws; including the Citizen En- gagement Committee, Community Safety Advisory Committee, Planning Commission, Traffic Safety Advisory Committee, Economic Development Authority, Technology Village Board of Di- rectors and Business Engagement Committee. The City Council approved the recommended bylaw revisions for all these committees, except for the BEC and Technology Village BOD, at their March 19th meeting. The EDA approved the revised Business Engagement Committee or the Technology Village Board of Director Bylaws during their April 9, 2018 meeting. Issues The primary purpose of the revisions to the BEC Bylaws is to simplify the document by removing unnecessary language and to make the document more user friendly for city and public use. FINANCIAL IMPACT: None. ALTERNATIVES: This report is provided for BEC member information only. No action is required as the EDA has already approved the BEC Bylaws. ATTACHMENTS: 1. BEC Bylaws (Redlined) 2. BEC Bylaws (Clean) CITY OF PRIOR LAKE ECONOMIC DEVELOPMENT ADVISORY BUSINESS ENGAGEMENT COMMITTEE BYLAWS Adopted July 11, 2011 Amended April 9, 2012 Amended August 19, 2013 Amended January 20, 2015 Amended January 11, 2016 Amended February, 08 2016 Amended XXX, XX 2018 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 100: PURPOSE 101. The purpose of the City of Prior Lake Economic Development Advisory Business Engagement Committee (the Committee) bylaws is to provide a set of operating procedures for the Committee, and to establish a code of ethics and conduct. 102: The Bylaws shall be reviewed annually by the Committee, and any changes or amendments agreed to by a majority vote of the Committee shall be recommended to the Economic Development Authority (EDA) for adoption at its annual meeting. SECTION 200: STRUCTURE OF COMMITTEE 201. COMMITTEE CREATED: The City Council has established an Economic Development AdvisoryBusiness Engagement 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 AdvisoryBusiness Engagement Committee shall be appointed by the Economic Development Authority. Members shall serve three (3) year-terms beginning November 1st and ending October 31st. 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. 2 of 10 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. Only residents of the City who are at least 18 years old shall be considered for appointment. No more than 40% of the Committee shall be non- residents. Said members shall serve three (3) year-terms beginning November 1st and ending October 31st. The Committee shall be representative of the citizens who live in Prior Lake. Committee members may serve additional terms upon approval by the Prior Lake City Council, based upon satisfactory attendance and participation, continued residence within the corporate limits of the City of Prior Lake, and in accordance with the term limit policy established herein. Committee members may be appointed at any time throughout the year. If a Committee member is appointed at any time other than the standard City appointment process in 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. 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: COMMITTEE LIAISONS: The Economic Development Authority, the Prior Lake Area Chamber of Commerce and other organizations deemed appropriate by the EDA and EDACBEC, 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. 205. 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. 3 of 10 206. OFFICERS: The Economic Development Advisory Committee shall elect from among its members a Chair and Vice-Chair. The City Manager or his/her designee shall serve as Secretary of the Committee. 1. 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 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. . 2. 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. 3. Secretary: The Secretary shall be responsible for recording and compiling a written summary of all official activities of the Committee. 4. 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. 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 par ticipation 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 by a four-fifths (4/5) vote of the entire EDA for reasons including but not limited to: (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; (v) failure to continue to meet any requirement set forth in Section 203; and (vi) failure to comply with any provision of these bylaws or any federal, state or local rule or regulation. 209: STAFF LIAISON: The Mayor shall appoint one or more staff liaisons to serve on the Committee. The staff liaison shall schedule meetings and provide information at the direction of the Committee. The staff liaison may provide information on the staffs’ position at the request of the Committee but shall not direct the Committee or advocate for a position. 210: STUDENT MEMBERS: The Committee may select up to two individuals who are 18 years or under to be student members on the Committee. The Committee shall establish an application and interview process to select the student members. The student members shall be full voting members of the Committee. SECTION 300: STATEMENT OF ETHICS 301: The Statement of Ethics is located in the EDA Bylaws Section 16. 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. 4 of 10 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. 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. 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: CAMPAIGN FINANCE AND PUBLIC DISCLOSURE: Minnesota Statutes, Chapter 10A (adopted as the Ethics in Government Act) 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 gift, including but not limited to money, real or personal property, services, loans, mementos, food, beverages, or any other favor or thing, regardless of value, from any interested person except as follows: 1. a contribution as defined in Minn. Stat. Section 10A.01, Subd. 11. 2. services to assist an official in the performance of official duties, including but not limited to providing advice, consultation, information, and communication in connection with legislation, and services to constituents. 3. services of insignificant monetary value. 4. a plaque or similar memento recognizing individual services in a field of specialty or to a charitable cause. 5. a trinket or memento costing $5 or less. 6. informational material of unexceptional value. 7. food or a beverage given at a reception, meal, or meeting away from the recipient's place of work by an organization before whom the recipient appears to make a speech or answer questions as part of a program. 8. received: (1) because of the recipient's membership in a group, a majority of whose members are not local officials, and an equivalent gift is given or offered to the other members of the group; (2) by an interested person who is a member of the family of the recipient, unless the gift is given on behalf of someone who is not a member of that family; or (3) by a national or multistate organization of governmental organizations or public officials, if a majority of the dues to the organization are paid from public funds, to attendees at a conference sponsored by that organization, if the gift is food or a beverage given at a reception or meal and an equivalent gift is given or offered to all other attendees. 9. received in exchange goods or services of equal value. 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. 5 of 10 305: 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: Advise the City Attorney of the potential conflict of interest as soon as possible, preferably before the meeting; and The City Attorney shall determine whether a disqualifying conflict of interest exists. Any committee member shall orally inform the commitee 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: MEETINGS: All regular and special meetings shall be open to the public and shall be noticed in conformance with the Minnesota Open Meeting Law. 402: 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. At such meetings, no business shall be considered other than as designated in the notice. 403: 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: 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. 6 of 10 Unless extenuating circumstances exist, a copy of the notice, agenda and accompanying materials shall be received by the Committee, EDA, staff and others designated by the EDA, 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. 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. 404: 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 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 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 corr ection 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 7 of 10 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 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 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. 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 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. 8 of 10 • 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 subject matter of the public hearing, which will not exceen ten (10) minutes unless approved in advance by the City Council. 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 for up to seven (7) minutes each. This timeline will apply to all persons addressing the committee for any reason. If the speaker intends to present written or 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 9 of 10 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 subject 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: • 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 subject 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”. SECTION 500: MOTIONS AND RESOLUTIONS 501: POWERS AND DUTIES: The Committee shall act in an advisory capacity to the Prior Lake EDA and shall advise the EDA on matters identified in Section 100 or as assigned to the Committee. The Committee Chair shall give an accounting of the Committee’s activities with respect to its goals and objectives before the EDA. Additionally, specific powers, duties and responsibilities may be assigned to the Committee upon approval of the EDA. 502: SUBCOMMITTEES: The Committee may divide its membership into subcommittee, as it deems necessary to implement its goals and objectives. 10 of 10 501: 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 Liasion 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 SECTION 600: AMENDMENTS 601: AMENDMENTS: These bylaws shall be reviewed by the Committee annually. The Committee may recommend revised Bylaws to the EDA for final approval. 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 EDA. The Committee Chair shall give an accounting of the Committee’s activities with respect to its purposes, goals and objectives to the EDA on a regular basis. Additionally, specific powers, duties and responsibilities may be assigned to the Committee upon approval of the EDA. 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 EDA for final approval. CITY OF PRIOR LAKE BUSINESS ENGAGEMENT COMMITTEE BYLAWS Adopted July 11, 2011 Amended April 9, 2012 Amended August 19, 2013 Amended January 20, 2015 Amended January 11, 2016 Amended February 8, 2016 Amended April 9, 2018 SECTION 100: PURPOSE 101. The purpose of the City of Prior Lake Business Engagement Committee (the Committee) bylaws is to provide a set of operating procedures for the Committee, and to establish a code of ethics and conduct. 102: The Bylaws shall be reviewed annually by the Committee, and any changes or amendments agreed to by a majority vote of the Committee shall be recommended to the Economic Development Authority (EDA) for adoption at its annual meeting. SECTION 200: STRUCTURE OF COMMITTEE 201. COMMITTEE CREATED: The City Council has established an Business Engagement 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 Business Engagement Committee shall be appointed by the Economic Development Authority. Members shall serve three (3) year-terms beginning November 1st and ending October 31st. The members of the 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. Only residents of the City who are at least 18 years old shall be considered for appointment. No more than 40% of the Committee shall be non- residents. Said members shall serve three (3) year-terms beginning November 1st and ending 2 of 4 October 31st. The Committee shall be representative of the citizens who live in Prior Lake. Committee members may serve additional terms upon approval by the Prior Lake City Council, based upon satisfactory attendance and participation, continued residence within the corporate limits of the City of Prior Lake, and in accordance with the term limit policy established herein. Committee members may be appointed at any time throughout the year. If a Committee member is appointed at any time other than the standard City appointment process in 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: COMMITTEE LIAISONS: The Economic Development Authority, the Prior Lake Area Chamber of Commerce and other organizations deemed appropriate by the EDA and BEC, 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 considerat ion. 205. VACANCIES: If an appointed member of the 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. 206. OFFICERS: The Committee shall elect from among its members a Chair and Vice-Chair. The City Manager or his/her designee shall serve as Secretary of the Committee. 1. 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 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. . 2. 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. 3. Secretary: The Secretary shall be responsible for recording and compiling a written summary of all official activities of the Committee. 4. Vacancy: If the office of Chair or Vice-Chair becomes vacant, the 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. 3 of 4 207. 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 par ticipation 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 by a four-fifths (4/5) vote of the entire EDA for reasons including but not limited to: (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; (v) failure to continue to meet any requirement set forth in Section 203; and (vi) failure to comply with any provision of these bylaws or any federal, state or local rule or regulation. 209: STAFF LIAISON: The Mayor shall appoint one or more staff liaisons to serve on the Committee. The staff liaison shall schedule meetings and provide information at the direction of the Committee. The staff liaison may provide information on the staffs’ position at the request of the Committee but shall not direct the Committee or advocate for a position. 210: STUDENT MEMBERS: The Committee may select up to two individuals who are 18 years or under to be student members on the Committee. The Committee shall establish an application and interview process to select the student members. The student members shall be full voting members of the Committee. SECTION 300: STATEMENT OF ETHICS 301: The Statement of Ethics is located in the EDA Bylaws Section 16. SECTION 400: CONDUCTING MEETINGS 401: MEETINGS: All regular and special meetings shall be open to the public and shall be noticed in conformance with the Minnesota Open Meeting Law. 402: 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. At such meetings, no business shall be considered other than as designated in the notice. 403: 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”. SECTION 500: MOTIONS AND RESOLUTIONS 501: POWERS AND DUTIES: The Committee shall act in an advisory capacity to the Prior Lake EDA and shall advise the EDA on matters identified in Section 100 or as assigned to the Committee. The Committee Chair shall give an accounting of the Committee’s activities with 4 of 4 respect to its goals and objectives before the EDA. Additionally, specific powers, duties and responsibilities may be assigned to the Committee upon approval of the EDA. 502: SUBCOMMITTEES: The Committee may divide its membership into subcommittee, as it deems necessary to implement its goals and objectives. SECTION 600: AMENDMENTS 601: AMENDMENTS: These bylaws shall be reviewed by the Committee annually. The Committee may recommend revised Bylaws to the EDA for final approval. 4646 Dakota Street SE Prior Lake, MN 55372 BUSINESS ENGAGEMENT COMMITTEE REPORT MEETING DATE: April 26, 2018 AGENDA #: 5.a.PREPARED BY: Casey McCabe, Community Development Director AGENDA ITEM: EDA MEETING UPDATE DISCUSSION: Introduction The EDA held a regular meeting on April 9, 2018; discussion topics included: Development Update (03/31/2018) Joint EDA / City Council Meeting - Discussion Topics EDA Bylaws BEC / Technology Village BOD Bylaws Downtown Utilities 2018/2019 Road Improvement Projects MN Citizens for the Arts Speaker Conclusion Updates of EDA activity related to the above listed topics will be presented to the BEC during their April 26th meeting. ISSUES: Update Only. FINANCIAL IMPACT: None. ALTERNATIVES: Update Only. 4646 Dakota Street SE Prior Lake, MN 55372 MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: ALTERNATIVES: RECOMMENDED ALTERNATIVE: ATTACHMENT: BUSINESS ENGAGEMENT COMMITTEE REPORT April 26, 2018 5.b.Casey McCabe, Community Development Director RESIDENTIAL AND COMMERCIAL ACTIVITY UPDATE Introduction Staff has prepared a development update as of March 31, 2018, for BEC review. The attached memorandum provides a summary of commercial and industrial development and residen- tial construction in the City of Prior Lake. Information Only. Information Only. 1. Development Update Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com Memo Date: April 16, 2018 To: City of Prior Lake Business Engagement Committee From: Casey McCabe, Community Development Director Subject: Residential & Commercial Activity Update Below is an update of residential and commercial development in the City of Prior Lake as of March 31, 2018. Number of Permits Declared Value Number of Permits Declared Value Number of Permits % Increase / (% Decrease) Declared Value % Increase / (% Decrease) Single Family Dwellings 20 $9,215,000.00 10 $3,928,000.00 100.00 134.60 Townhouses (# units)12 $2,048,000.00 0 $0.00 1200.00 ### Multiple Units 0 $0.00 0 $0.00 n/a n/a New Commercial Industrial & Commercial 0 $0.00 0 $0.00 n/a n/a Residential 96 $1,494,500.00 121 $994,157.00 (20.66)50.33 Industrial & Commercial 8 $1,017,900.00 0 $0.00 800.00 ### Mechanical 125 $0.00 141 $0.00 (11.35)n/a Mechanical (SF & TH)128 $0.00 40 $0.00 220.00 n/a TOTALS 357 $13,775,400.00 312 $4,922,157.00 14.42 179.87 t Mechanical permits include but are not limited to furnaces, water heaters, softeners, and fireplaces. They are flat-rate permit fees. Increase / (Decrease)2018 Year to Date 2017 Year to Date New Residential Additions and Alterations tt Mechanical (SF & TH) permits include required plumbing, heating, sewer and water and fireplace permits for new single family residences They are flat-rate permit fees