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HomeMy WebLinkAbout1997 04-23 CHCMBROOKLYN CENTER CHARTER COMMISSION APRIL 23, 1997 7 P CITY HALL COUNCIL CHAMBER CALL TO ORDER The meeting was called to order at 7:03 p.m. by Chair Tim Willson. ROLL CALL Members present: Walter Bursch, Nancy Carlson, Elizabeth Hatle, James Holst, Sy Knapp, Stanley Leino, Eileen Oslund, Rodney Snyder, Janice Thielsen, Ted Willard, Tim Willson, Carl Wolter Members absent and excused: Todd Paulson, Diane Swanson Others present: Ulyssess Boyd, Phil Juaire NOTE: Membership is at fourteen. Ulyssess Boyd's second term expired 4-20 -97. INTRODUCTION OF NEW MEMBERS The following new members were introduced and present at tonight's meeting: Elizabeth Hatle, James Holst, and Stanley Leino. APPROVAL OF MINUTES Motion was made by Eileen Oslund seconded by Rod Snyder, to approve the minutes of January 22, 1997, with the correction of Nancy Carlson's name on the top of page 2. Motion passed, with 3 abstaining. OLD BUSINESS With Ulyssess Boyd's second term expiring 4- 20 -97, Mr. Boyd gave a brief parting speech. The Administrative Assistant was advised to contact the Chief Judge's office to remind him there is one vacancy left on the commission. NEW BUSINESS Accounting Procedures Nancy Carlson, Audit Chair, passed out information for each member regarding accounting procedures for the expenses charged against the Charter Commission account. Motion by Nancy Carlson, seconded by Eileen Oshmd, that expenses be turned in at least every three months, and that a quarterly audit report will be given. Motion passed unanimously. Next Meetine Date In October, the Charter Commission is scheduled to meet jointly with the City Council. The Charter Commission had scheduled a September and November meeting for 1997 back. in January. Motion by Rodney Snyder, seconded by Stan Leino, to re- schedule the September meeting to October 22, which will be the joint meeting with the City Council. Motion passed unanimously. Resignation of the Administrative Assistant Tim Willson stated that the Administrative Assistant, Carole Blowers, who has served the commission since 1983, has submitted her resignation effective June 30, 1997. A copy of the resignation letter was given to members. Motion was made by Rod Snyder, seconded by Tim Willson, to regretfully accept the resignation of Carole Blowers. Motion passed unanimously. 0 Ted Willard left the meeting at this time. Discussion followed regarding actions that should be taken in the near future such as: review the rules and procedures and decide if any changes should be made to the responsibilities of the Administrative Assistant (and possibly have some of the officers handle some of the responsibilities); take an inventory of charter letters/documents that the Administrative Assistant has in her possession; obtain information from City Hall as to what records must be kept and where (currently, original minutes, and agendas of the Charter Commission are kept at City Hall, as well as all the charters that were gathered by the Administrative Assistant from the metro area about seven years ago) decide on what procedures should be used to find someone to replace the Administrative Assistant. Commission members asked the Administrative Assistant for any suggestions she might have on what procedures could be used to find someone. Carole suggested that the City Manager be contacted and perhaps he could poll the secretaries at City Hall to see if anyone would be interested in this position. Carole thought that by possibly getting someone from City Hall's present staff, it would give the commission someone who is familiar with the city and staff who could easily interact with them to perform the work that needed to be done. Carole also stated that she strongly recommends that the person have their own computer to type up the agendas, minutes, and any correspondence needed; a copy machine is most helpful; a phone recorder is essential; and a fax is helpful (all items that she used of her own to perform the work). Motion by Stan Leino, seconded by Eileen Oslund to meet in June, prior to Carole's departure, to facilitate a smooth transition in addressing the concerns of what the responsibilities of the position should be and options in finding and hiring a new Administrative Assistant. Motion passed unanimously. It was decided that two sub committees should be established to work on these tasks between now and June 30. A sub committee to review the rules and procedures of the commission will consist of Eileen Oslund (Chair), Nancy Carlson, and Carl Wolter. The committee is to review the rules that define duties of each elected position and how those duties interact, and to suggest any changes that should be made to the rules by the next meeting in June. The Chair, Associate Chair, Secretary, and Administrative Assistant will meet to review the records that Carole has and make an inventory of them before June 301h. The Chair will meet with the City A�Ianager /City Clerk to discuss options on filling the position and to obtain information on records retention for the commission. OTHER BUSINESS Nancy Carlson talked about an incident where an Earle Brown expenditure was paid by moving funds 40 from the general fund to the EDA without Council approval. After discussion, it was decided that perhaps the best thing is to obtain minutes of the meeting where this item was discussed. 4 -23 -97 Page 2 of 3 Pages Motion by Sy Knapp, seconded by Stan Leino to obtain copies of the City Council meeting minutes pertaining to this item. Motion passed unanimously. Nancy Carlson is to advise the Administrative Assistant what the date of that meeting was. Eileen Oslund suggested that perhaps the commission should purchase "A Guide for City Charters The Chair stated that it should be looked into as far as how much it would cost and then possibly be purchased shortly if it is reasonable. NEXT MEETING DATE The next meeting will be June 25, 1997, at 7 p.m., with location at City Hall to be determined. ADJOURNMENT Motion by Stan Leino, seconded by Sy Knapp to adjourn at 8:35 p.m. Respectfully submitted, Carole J. Blo �rs Administrative Assistant r7 4 -23 -97 page 3 of 3 pages