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Home My WebLink About1997 06-25 CHCA31 City of Brooklyn Center A great place to start. A great place to stay. BROOKLYN CENTER CHARTER COMMISSION AGENDA NNE 25, 1997 CITY HALL COUNCIL CHAMBER 7 P.M. CALL TO ORDER 2. ROLL CALL 3. APPROVAL OF APRIL 23, 1997, MINUTES 4. CORRESPONDENCE A. LETTER FROM CHIEF JUDGE APPOINTING PHIL JUAIRE B. OTHER 5. OLD BUSINESS A. REPORT OF SUB COMMITTEE ON RULES AND PROCEDURES B. CONTINUED DISCUSSION ON REPLACEMENT PROCESS FOR ADMINISTRATIVE ASSISTANT 6. NEW BUSINESS 7. NEXT MEETING DATE ADJOURNMENT *PLEASE CONTACT CAROLE BLOWERS AT 560 -0421 IF YOU CANNOT ATTEND 6301 Shingle Creek Pkwy, Brooklyn Center, MN 55430 -2199 City Hall TDD Number (612) 569 -3300 Recreation and Community Center Phone TDD Number (612) 569 -3400 FAX (612) 569 -3494 An Affirmative Action/ Equal Opportunities Employer Apri123, 1997 CHARTER COMMISSION MEMBERS: Attached are copies of my correspondence with the City Manager and his response. I asked for both copies of reporting of our account, so you may judge which reporting you find satisfactory. I asked for and received information about what service the city provides for their various Commissions. Is the Charter Commission included? Are we billed for this service? (Answers attached) I asked for a copy of an actual request for payment to familiarize myself with the procedure and received copies of the actual request for payment year 1996. (Attached) As of April 23, 1997, I have not received any request for payment. Respectfully, Nancy Carlson Charter Commission (Audit Chair) City of Brooklyn Center A great place to start. A great place to stay. Michael I McCauley City Manager March 20, 1997 1%;1s. Nancy Carlsoa 6024 Aldrich Avenue North Brooklyn Center, MN 55430 Dear Ms. Carlson: Office of the City Manager Enclosed please find a memorandum from the City Clerk outlining the work performed by City staff members and two expenditure reports. The first expenditure report shows totals by type of expense and includes $90 that was spent on registration fees for Human Rights and Resources Commission members. This explains the difference between the $1,561.50 expenditures for the Charter Commission and the overall Commission expenditure of $1,680.79. The second sheet then shows the individual payments that were made for Charter Commission activities for Objects 4210 and 4310. As indicated, Object Code 4411 related to the Human Rights and Resources Commission activities. I hope these materials provide the information that you were seeking. I would be happy to provide any additional information or assistance that you would find helpful for the Charter Commission. Sincerely, Michael J. McCauley City Manager MJM:sk enc. 6301 Shingle Creek Pkwy, Brooklyn Center, MN 55430 -2199 City Hall TDD Number (612) 569 -3300 Recreation and Community Center Phone TDD Number (612) 569 -3400 FAX (612) 569 -3494 An Affirmative Action /Equal Opportunities Employer CITY OF BROOKLYN CENTER Verbose D E T A I L E D T R I A L B A L A N C E 01/01/1996- 12/31/1996 Page 1 *AR 19, 1997, 1:25 PM --req: 808----- --leg: GL -loc: BC-FINCE--job: 39031 #S8080 prog: GL501 0.59 --report id: GLTBALWI SORT ORDER: OBJECT within PROGRAM SELECT PROGRAM CODE: 1021 OBJECT: 4000-4999 Lg PROGRAM OBJECT NUMBER St Tr FUND DEPT DIVISION OFFICER ACTIVITY GL 001 112-400 -1021 CHARTER REVIEW A 001 112 400 PS 704 OBJECT Date Primary Ref. Transaction Description Debit Credit Balance 4210 OFFICE SUPPLIES 10/23/96 029618 BLOWERS CAROLE RECOG PLAQUE 29.29 29.29 DR OBJECT Total 29.29* 0.00* 29.29* 4310 PROFESSIONAL SE 04/30/96 027226 BLOWERS, CAROLE 1/1/96- 4/30/96 424.58 424.58 06/30/96 028036 KENNEDY 8 GRAVE MAY LEGAL FEES 357.00 781.58 07/17/96 028202 BLOWERS, CAROLE MAY-JUNE ADM A 224.66 1,006.24 10/23/96 029617 BLOWERS, CAROLE AUG -SEPT ADM A 230.53 1,236.77 10/30/96 029692 KENNEDY B GRAVE SEPT LEGAL FEE 95.70 1,332.47 11/30/96 030214 BLOWERS, CAROLE OCT ADM ASST 101.32 1,433.79 11/30/96 030215 BLOWERS, CAROLE NOV ADM ASST 95.44 1,529.23 11130/96 030216 BLOWERS, CAROLE RECOGNITION GI 32.27 1,561.50 DR OBJECT Total 1,561.50* 0.00* 1,561.50* 4411 CONFERENCES AND 08/21/96 028773 LMHRC REG FEE CHARLES FORRES 45.00 45.00 08/21/96 028774 LMHRC REG FEE SHERRY MADDOX 45.00 90.00 DR OBJECT Total 90.00* 0.00* 90.00* DR -CR PROGRAM Total 1,680.79* 0.00* 1,680.79* �j CITY OF BROOKLYN CENTER DEPARTMENT EXPENDITURE REPORT Page 2 As Of 12/31/96 Code Decription Annual Current Month Year to Open Exp. Avail. Department Code Description Budget Actual Date Encumbrancs Balance 112 COMMISSIONS SUPPLIES $200.00 $0.00 $29.29 $0.00 $170.71 14.6 85.4 4210 OFFICE SUPPLIES $200.00 $0.00 $29.29 $0.00 $170.71 14.6 85.4 SUPPLIES $200.00 $0.00 $29.29 $0.00 $170.71 14.6 85.4 CONSULTING $1,800.00 $0.00 $1,561.50 $0.00 $238.50 86.8 13.3 4310 PROFESSIONAL SERVICES $1,800.00 $0.00 51,561.50 $0.00 $238.50 86.8 13.3 CONSULTING $1,800.00 $0.00 51,561.50 $0.00 $238.50 86.8 13.3 OTHER CONTRACTUAL SERV $0.00 $90.00 $0.00 -90.00 0.0 0.0 4411 CONFERENCES AND SCHOOLS $0.00 $0.00 $90.00 $0.00 -90.00 0.0 0.0 OTHER CONTRACTUAL SERV $0.00 $0.00 $90.00 $0.00 -90.00 0.0 0.0 TOTAL COMMISSIONS $2,000.00 $0.00 $1,680.79 $0.00 $319.21 84.0 16.0 $0.00 $319.21 84.0 16.0 GENERAL Total $2,000.00 $0.00 $1,680.79 City of Brooklyn Center A great place to start. A great place to stay. n U Michael I McCauley City Manager April 3, 1997 Ms. Nancy Carlson 6024 Aldrich Avenue North Brooklyn Center, MN 55430 Dear Ms. Carlson: Office of the City Manager Enclosed please find copies of the billing for Charter Commission activities undertaken by the Charter Commission's secretary. Attached also is a copy of a memorandum from the City Clerk answering the questions regarding the use of the copy machine and postage. Please advise if there is any additional information that would be of assistance to you. Sincerely- 4 7 Michael J. McCaul C City Manager MJM:sk enc. 6301 Shingle Creek Pkwy, Brooklyn Center, MN 55430 -2199 City Hall TDD Number (612) 569 -3300 Recreation and Community Center Phone TDD Number (612) 569 -3400 FAX (612) 569 -3494 An Affirmative Action /Equal Opportunities Employer City of Brooklyn Center A great place to start. A great place to stay. MEMORANDUM TO: Michael J. McCauley, City Manager FROM: Sharon Knutson, City Clerk �Gt/l r1Yl 1l DATE: March 17, 1997 SUBJECT: Charter Commission In response to your request regarding a compilation of what City staff members do for the Charter Commission, following is a brief listing: Maintain permanent record of Charter Commission agenda/minutes -file approved minutes /agenda (given to me by the Charter Commission Administrative Secretary Carole Blowers) into the permanent record which is stored in the vault Maintain and update the Brooklyn Center City Charter -keep Charter up -to -date with amendments which occur by Ordinance or referendum vote Maintain and update current roster of Charter Commission members -add appointments by Chief Judge of Hennepin County and file Acceptance and Oath of Charter Commission Members remove resignations and inform Hennepin County Chief Judge Post notice of vacancy on the Charter Commission -type vacancy notice and post on City's public notice board in entry broadcast vacancy notice on City's cable TV channel 37 receive phone calls regarding requests for information on becoming a Charter Commission member prepare and copy materials to send to residents inquiring about becoming a Charter Commission member (rules of procedure and cover letter) Respond to inquiries from residents regarding the Charter /Charter Commission reference the Charter to answer questions raised by residents regarding rules of procedure or policies as set forth in the Charter -make available copies of the Charter for residents answer questions regarding the Charter Commission meeting dates and times, membership, appointments, etc. Should you need further information, please let me know. 6301 Shingle Creek Pkwy, Brooklyn Center, MN 55430 -2199 City Hall TDD Number (612) 569 -3300 Recreation and Community Center Phone TDD Number (612) 569 -3400 FAX (612) 569 -3494 An Affirmative Action /Equal Opportunities Employer City of Brooklyn Center A great place to start. A great place to stay. MEMORANDUM TO: Michael J. McCauley, Sharon M ger FROM: Sharon Knutson, City Clerk J &AJ DATE: April 2, 1997 SUBJECT: Charter Commission In response to your e -mail message regarding the Charter Commission, attached are the bills from Charter Commission Secretary Carole Blowers for the year 1996. Ms. Blowers uses the City's copy machine for running the Charter Commission agenda packets and any other information to be distributed to the Charter Commission. She then leaves the packets in the City's outgoing mail basket. The City does not bill the Charter Commission for postage or copying expenses. Attachments r: 6301 Shingle Creek Pkwy, Brooklyn Center, MN 55430 -2199 City Hall TDD Number (612) 569 -3300 Recreation and Community Center Phone TDD Number (612) 569 -3400 FAX (612) 569 -3494 An Affirmative Action /Equal Opportunities Employer LTY OO LY PRRKNA' a C 1NGL CREEK 55430 No. 630 Sk! N CENTER. MILAN. Social SeCUIjtY s vu�= ga CLAIM FOR CLAIIJIANTS USE. �tomel r at Rd dress} U .0 '4 C }$tre t,� AY ABLE y_ L.�t- C c' y 4' Y t clty. ZIPI P r' f %�1 Amount Accoun± I I t or• hi and 140 cla► dl I declare under the <ITY USE 0 t 0 of the taw that IN S-8 C enalij.,s aid• art of jt has been t P D j nd no P Def. A is just a correct a j'.lt.�.� Pre a 62 nature of Claiman ►__-y- i� S19 19 (2 1� Date BROOKLl I`1 J V" 830 CITY OF_ GLS CREEK PARKWAY 'CENSER, M►NN• 55430 S Security No. Alm "j0UCHER. sRO�' CL FOR CLAIMANTS USE. U� Address) PAYABLE TO 7 t� '/�k zip) Amount 1 Account 'o a AA I `TOTAL ONDY n taw that this account, cl 1 declare under the P enalties o aid. aim or demand FOR CITY USE f the been p art of it has t Approval )Dep i is just and correct and no P nature of Ctatmant Date a G M G►TY OF "'Filly wAY 3Qt WINGLE CREEK C� {Tlty >`lo. OOKLYN CENTER. MtNN. 55 3a 1y �j00 US Add PAYABI -E Amount t Accoun! 'f 31 qc JUL 4$ TOTAL- oT demand USE ONL•Y- r claim FOR CI-Ty account, P o f the law t h a t thi aid. enal"es been P Appr oval C� 1 declai under the p art of it has Dept is just and correct and no p r, j II v�� v n a 31 C e S na ture of Gtajmant J� Date r� $aOOY,L It CITY Of CREEK PARK55430 0 ►S 9�rkw,,No. 6u BROOK N c 47ER. 4�ItJN. CLAIM Y FOR LC AiMANT isamel C3 i4+`r iSireet Addresal iCity. ZIPI pp,YABLS TO. Amo unt �j Acco unt XJ� Ao ice-- t y tiit111 LT OTAL or demand F OR CITY USE ONE under account declare claim of the law that this a der the Penal" art as been paid. t Approval t pep is just and correct and no P J .m Signature of C lalmant a•.c 19 Date 1 _j 'r CITY OF gR00 KNARKWAY 9 3 (�'7 5 6301 SNtN ER. MiNN. 55430 Social Ser ri y N �;t_AtM VOUCHER sROOKLY FOR CLAIMANTS USE- f� (Namet (Straei Addressl PAYA BLE TO j�('�j- IB f� S� n 1U i Amount Account W t !a1 04 x ^Y kA M nr ■IlrttT r 4L Is TOTAL Fpp CITY USE ONLY of the law that this account, claim or deman alties Paid. C R E4 1 declare under the per art of it has been p al Dept• ApprO is just and correct and no p Signature of Claimant f.. 0 Date BROOKLYN CENTER HOME CHARTER COMMISSION RULES OF PROCEDURE 05/20/97 POSSIBLE CHANGES (VERSION 2) V. OFFICERS At the Annual Meeting, the commission shall elect a chairperson, vice chairperson, and secretary. These officers shall serve for a term of one year. A majority vote by those commissioners present at the annual meeting is necessary to elect an officer. Vacancies occurring in elective offices shall be filled by an election at the next regular meeting or at a special meeting, called by the ranking elected officer with 7 days prior written notice to the membership. A. Chairperson 1. The acting official and representative of the commission 2. The presiding officer at meetings 3. Appoints committees 4. Calls all regular and special meetings 5. Directs correspondence with Chief Judge of Hennepin County District Court 6. Prepares annual report to district court, Chief Judge, and City Clerk. 7. Appoints Audit Chairperson, and Public Relations Chairperson, and Rules/Parliamenlary Procedure Chairperson. 8. Ascertains yearly through the City Manager (after the legislative session) as to any statute changes affecting the charter commission. 9. Member of Executive Committee. [Note: in other places in these "Rules of Procedure it is said that the chairperson "may receive applications" (or they may be sent to the Chief Judge), "notify Chief Judge of vacancy "receive written resignation receive notification of members impending absence from meeting, (notification can be given to any member).] B. Vice Chairperson 1. Presides over commission meetings and acts on behalf of the Chairperson 2. Member of Executive Committee [Note: in other places in these "Rules of Procedure it is said that the "chairperson or Vice chairperson shall submit written notification to the Chief Judge of vacancy. Page 2, possible changes, version 2, 5/20/97 C. Secretary 1. Responsible for Commission records, minutes and correspondence 2. Member of Executive Committee 3. Supervises and directs the Administrative Assistant a. Duties of the Administrative Assistant (1) Sends meeting netiees to the effiet-a-I with a Assists Public Relations Chairperson in sending notices of public meetings to official newspaper, including notices of vacancies in the charter commission. (2) Attends all meetings, including sub committees. (3) Types, copies, and mails all minutes, agendas, letters, ordinances, and annual reports. (4) Notifies City Clerk of future meetings and arranges for meeting room. (5) Updates membership roster, mailing list, roll call list, membership files and related documents. (6) Provides new members with rules of procedure and other supplies and material. (7) Makes certain doors to meeting room are opened and secured at adjournment for all meetings. (8) Communicates with commission members, City Hall personnel, Chief Judge's clerk, and newspaper personnel by phone, in person or by mail. (9) Sends agendas to all Brooklyn Center organizations who have previously requested them when a charter change is proposed. (10) issues dealt with b the Assists Charter Commission Secretary in maintenance of minute book and support documents relating to issues dealt with by the commission. (11) Responsible for maintaining a list of civic organizations or individuals in the city who request agendas and minutes of the Charter Commission. (12) Submits billing to Audit Chairperson Quarterly. with a brief explanation of charges to the commission. (13) The correspondence of the Charter Commission will be done in the name of the commission. Chairperson, other members of the Executive Committee or other commissioners Page 3, possible changes, version 2, 5/20/97 VI. EXECUTIVE COMMITTEE The Executive Committee shall consist of the Chairperson, Vice Chairperson, Secretary, Audit Chairperson, and Public Relations Chairperson. The Executive Committee shall approve the Annual Report and have the powers and functions as are authorized by the commission. The Executive Committee is responsible for tl :e appointment of the Administrative Assistant. A. Audit Chairperson 1. Review and approves all expenditures chargeable to the commission 2. Make periodic reports on status of budget and call for annual audit report from Finance Director for presentation at annual meeting 3. Member of Executive Committee. B. Public Relations Chairperson 1. Has responsibility for all official public notices 2. Shall report all matters of public interest to the local press and shall handle all public relations matters including items of recognition as directed by the chairperson. 3. Has responsibility for publishing notice of pending commission vacancies in official city newspaper 4. Member of Executive Committee VII. OTHER COMMITTEES A. Rules/Parliamentary Procedure Chairperson 1. Has responsibility to inform Chairperson and other commissioners of the rules euidins Charter Commission actions 2. Serves as chairperson to anv subcommittee named to review and/or revise rules B. Nominating Committee A three member nominating committee shall be appointed by the chairperson for the purpose of recommending candidates for election to office at the Annual Meeting C. Study Committee The chairperson shall appoint study committees as necessary. Specific goals and objectives shall be defined. 0 Page 4, possible changes, version 2, 5/20/97 [Note: Re: CITY STAFF: In a MEMORANDUM from the City Clerk, March 17, 1997, it said, to paraphrase, that the City Staff: Maintains permanent record of agendaiminutes; Maintains updates City Charter; Maintains updates member roster; Posts notice of vacancy on City bulletin board Cable N; Answers questions about Charter Charter Commission.] IX. ANNUAL REPORT C] June 25, 1997 Brooklyn Center Charter Commission Commissioner: Attached is your copy of the claim voucher submitted by Carole Blower for payment of services rendered. I forwarded the voucher for payment after consideration. No detail was submitted to support the claim; therefore, the claim could not be reconciled. Verbal verification was made with the chairperson as to appropriateness, which he corroborates. As of April 30, 1997 the total amounts of claims for payment that I have approved are as follows: $234.79 This would leave the amount of $1,265.21 in the charter commission account. Respectfully submitted, Nancy Carlson Audit Chairperson CLAIM VOUCHER 0 CITY OF BROOKLYN CENTER 6301 SHINGLE CREEK PARKWAY BROOKLYN CENTER, MINN. 55430 Social Security No FOR CLAIMANTS USE PAYABLE TO: f r cl f r, 1 a �3�i.ra�: ct• G'.Z t, /CL 1 �'!,7 T/[ C� r /�1 �t� /il r I r I I declare under the penalties of the law that this account, claim or demand is just and correct and no part of i as een paid. Signature of Claimant Date (Name) (Street Address) (City, Zip) Account Amount 5181 9 1 :3_s Iq I46_ CJ ej I TOTAL I FOR CITY USE ONLY Dept. Approval 7 r 1 LJ