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Prior Lake, MN 55372-1714
CITY COUNCIL AGENDA REPORT
April 3, 2006
10C
Mayor Jack Haugen and City Manager Frank Boyles
CONSIDER APPROVAL OF A REPORT RECOMMENDING
MODIFICATIONS TO CITY COUNCIL MEETING FORMAT.
Introduction
The purpose of this agenda item is to suggest possible modifications to the
City Council meeting format to reduce the number and length of meetings in
order to provide quality service to our public.
History
The March 20, 2006, City Council meeting was a proverbial marathon
beginning at 5:30 p.m. and ending at 1 a.m. At the conclusion of the meeting,
the Mayor suggested that he and I propose some modifications in council
meeting format to most effectively provide service to our public.
Councilmembers concurred that late council meetings were not beneficial to
the public, City Councilor staff. Councilmembers also seemed to want to
consider consolidating meetings whenever appropriate.
Current Circumstances
As the City Council is aware, a workshop is conducted before virtually every
Council meeting. Therefore, the first and third Monday of each month, city
councilmembers arrive at the fire station by 5:30 p.m. and typically leave by
10:30 or 11 :30 p.m. On nights other than City Council meeting nights, town
meetings are conducted such as the Heritage Farmstead Town meeting, which
took place on Wednesday, March 15, 2006.
The Mayor and I have discussed some proposals for the City Council to
consider. They are as follows:
· Workshops. For those workshops that are essential and are not easily
incorporated into the agenda or completed at 5 p.m., a periodic, morning
workshop could be conducted of, say, two to four hours.
· Town meetinas. In order that town meetings can be televised and to avoid
committing additional evenings, the town meetings would be incorporated
into City Council meetings much as the Council has done with the "odd to
even" issue. In this issue, the Council directed that a public hearing be
conducted. Town meetings differ from public hearings in that they can
provide for greater give and take between the Council and public without
taking action on the matter under consideration. Both would be time
specific beginning at 7 p.m. to facilitate ease in public participation.
· City Council meetinas. The formal City Council meeting would begin at 6
p.m. rather than 7 p.m. Since the forum is now limited to 30 minutes, the
latest the meeting would start is 6:30 p.m. and the earliest would be 6 p.m.
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FINANCIAL
IMPACT:
ALTERNATIVES:
RECOMMENDED
MOTION:
Councilmembers would attend a 5:00 p.m. mini-workshop before each
meeting, including a light meal. Generally, councilmembers would arrive at
5 p.m.; the workshop would commence at 5:10 p.m. and conclude by 5:50
p.m. In accordance with the open meeting law, the mini-workshops would
be publicized in the agenda packet and newspaper.
Conclusion
The City Council should discuss each proposal and indicate whether they have
any questions or additional suggestions.
A modest reduction in per diems may occur as a result of this change. The
key benefits are not financial.
1. Authorize the staff to modify the bylaws to incorporate these changes for
consideration on April 17.
2. Authorize modification of the presently scheduled workshops as
recommended.
3. Take no action and/or direct additional alternatives.
Alternatives #1 and 2.