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Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: JANUARY 09, 2017
AGENDA #: 10E
PREPARED BY: FRANK BOYLES, CITY MANAGER
PRESENTED BY: FRANK BOYLES
AGENDA ITEM: CONSIDER APPROVAL OF A REPORT PROPOSING ATOWN HALL MEETING
ON THURSDAY, FEBRUARY 16,2017
DISCUSSION: Introduction
In the recent election there was a suggestion that greater opportunities be
provided to the general public to address the city council through quarterly town
meetings. This agenda item requests council approval to proceed with planning for
such an event on February 16, 2017 and subsequent quarterly meetings.
History
The city has conducted town meetings periodically in the past but not in a
regularized fashion.
Current Circumstances
The town meetings proposed would have the following characteristics:
1. They would be conducted quarterly.
2. They would occur outside of city hall.
3. The meetings would be informal.
4. A brief presentation (no more than 15 minutes) would be given by the
mayor on topics the city council would be addressing in the upcoming
quarter.
5. The remaining 45 minutes would be intended to receive unstructured input.
6. While notes would be taken, no official minutes or recording of any type
would be done.
The first town meeting would be conducted in Club Prior in the city library and
resource center building commencing at 6pm, Thursday, February 16, 2017.
Staff would be interested in receiving feedback from the council on appropriate
topic(s) for this and future meetings.
ISSUES: Staff is seeking direction with respect to the content and format for this first town
meeting. W e will likely learn a great deal from this first experiment and make
changes accordingly.
Some issues for city council feedback include:
Managing the expectations of the participants as to the intention of the
feedback received and how it will be used;
Assure that these informal sessions do not conflict with or undermine the
formal process set forth in ordinance for receiving input.
Ensuring participation from a wide-representation of the community with a
variety of viewpoints and perspectives rather than one segment only;
Defining expectations for staff on follow-up to questions and issues that
arise as a result of the feedback;
Establishing protocols and facilitating conversations that may be
controversial to provide a safe, respectful and civil dialogue.
FINANCIAL
IMPACT:
No appreciable financial impact.
ALTERNATIVES: 1. Motion and second to establish quarterly town hall meetings utilizing the format
proposed in this report coupled with input received from the city council.
2. Take no action on this topic and provide the staff with direction as deemed
appropriate.
RECOMMENDED
MOTION:
Alternative #1