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HomeMy WebLinkAbout1997 06-25 CHCMBROOKLYN CENTER CHARTER COMMISSION TUNE 25, 1997 7 P.M. CITY HALL COUNCIL CHAMBER CALL TO ORDER The meeting was called to order at 7:08 p.m. by Chair Tim Willson. ROLL CALL Members present: Walter Bursch, Nancy Carlson, Elizabeth Hatle, James Holst, Phil Juaire, Stanley Leino, Eileen Oslund, Todd Paulson, Rodney Snyder, Diane Swanson, Tim Willson, Carl Wolter Members absent and excused: Sy Knapp Members absent and umxcused: Janice Thielsen, Ted Willard NOTE: Membership is at fifteen- -the maximum. INTRODUCTION OF NEW MEMBERS Phil Juaire was introduced as the newest member of the Charter Commission. Todd Paulson arrived at 7:09 p.m. APPROVAL OF MINUTES Motion was made by Walter Bursch, seconded by Jim Holst, to approve the minutes of April 23, 1997. Motion passed unanimously. OLD BUSINESS Review of Charter Commission Records Chair Willson stated that the City Clerk provided him with a copy of the records retention schedule pertaining to charter records. A review of the records that the Administrative Assistant had along with records the city has will need to be done to decide what records can be kept and what records, if any, can be destroyed. Status of Discussion with Citv Manager Regarding Finding a new Administrative Assistant Chair Willson stated that he discussed with the City Manager, Mike McCauley, his possible recommendations to find a new Administrative Assistant. The City Manager informed the Chair that no current staff members would be interested in doing this task. The temporary clerical service used in the past also had problems. Tt was suggested that the elected Secretary of the commission could attend. the meetings and take notes, and that city staff would be provided to do typing and copying of materials for the upcoming meeting agendas. If members agree with this interim process, then the rules of procedure would need to be changed, and they would have to waive the twenty day written notice of change. Motion by Jim Holst, seconded by Nancy Carlson to waive the rules on voting on the changes. Motion passed unanimously. Rodney Snyder arrived at 7:35 p.m. Diane Swanson arrived at 7:43 p.m. Motiou by Eileen Oslund, seconded by Phil Juaire, to add to C.3.A. of the possible changes to the rules of procedure dated 5 -20 -97 as presented to the Charter Commission tonight from the sub committee as #1: The Admniishative Assistant will assist the chair with correspondence, the secretary, and the public relations person. Also suggested was changing the words "Parliamentary Procedure Chairperson" to "Parliamentarian" in VIU. and V.A.7. Discussion was held regarding the last paragraph of item XIII, regarding what responsibilities the city staff has. The Administrative Assistant stated that she has always updated the membership roster list and provided it to city staff, and answered any questions that city staff had about appointments, reappointments, and terminations. She also stated that when a vacancy notice was published in the newspaper, city hall's phone number was listed to call. If staff could not answer specific questions potential members had, they were then referred to her for further clarification. Motion by Todd Paulson, seconded by Rodney Snyder to call the question. Motion passed. Motion by Phil Juaire, seconded by Nancy Carlson that the current commission Secretary (Diane Swanson) will take over secretarial duties for the commission, and use city staff to assist her as suggested by the City Manager in the interim. Further discussion ensued. Diane Swanson will contact the City Manager to arrange for city staff assistance, and to determine at what cost this assistance will be; and the co- ,mission will begin the process of looking for a permanent Administrative Assistant. Motion by Stan Lemo, seconded by Eileen i _)slund to call the question. Motion passed. Discussion was then field on whether a sub committee should be formed to discuss various items, such as: preparing a work description, a statement regarding how often meetings are held, where they are held (day, titre, place), services to be rendered, equipment needed, and clarification that this a non benefit, non- employee position, how and when the position will be advertised (posting at City Hall, in the SunPost, etc.). The Executive Committee could be in charge of preparing the above items. Motion by Carl Wolter, seconded by Elizabeth Hatle, that the Executive Committee set a meeting to begin the process, to define the work responsibilities, and make recommendations on how to hire an Administrative Assistant. Motion passed. Further discussion regarding records that the Administrative Assistant and city staff has was held. It was decided to fund Carole Blowers after June 30th to meet with the City Clerk to compare and combine all records if necessary, and compile an inventory list of what those records are. Carole agreed to assist in this duty after June 30th. R000rt from the .Audit Chair Nanev Carlson. Audit Chair, reported that she received a payment voucher from the Administrative Assistant which included charges from January through April of 1997. The total amount was for $234,19, -NEVV BUSINESS n eco2nition for the QutaoinQ Administrative Assistant It was decided that Chair Willson and Eileen. Oslund will form a sub committee to come up with ideas for recognition for Carole Blowers for her over fourteen years of service to the Charter Commission. Page 2 of 3 Pages 6 -25 -97 Firehrnvse Park. CleanUo for Juiv and Aneust Several members volunteered to do a clean -up walk through this park in the next two months. R,vie v of Current Membership List Members reviewed the current membership list and provided phone numbers they wished to be added. NEXT MEETING DATE The October 22 meeting will be a joint meeting with the City Council. ADJOURNMENT Motion by Jim Hoist, seconded by Rodney Snyder to adjourn at 9:26 p.m. Respectfully submitted, 7 Carole J. Blo Administrative Assistant Page 3 of 3 Pages 6 -25 -97