HomeMy WebLinkAbout1996 01-24 CHCACity of Brooklyn Center
A great place to start. A great place to stay.
BROOKLYN CENTER CHARTER COMMISSION
JANUARY 24, 1996
7 P.M.
CITY HALL
ANNUAL MEETING AGENDA
CALL TO ORDER
2. ROLL CALL
3. APPROVAL OF NOVEMBER 15,1995, MINUTES
4. APPROVAL OF ANNUAL REPORT
5. APPROVAL OF AUDIT REPORT
6. NOMINATING COMMITTEE REPORT
7. ELECTION OF OFFICERS
A. CHAIRPERSON
B. VICE CHAIRPERSON
C. SECRETARY
8. APPOINTMENTS
A. AUDIT CHAIR
B. PUBLIC RELATIONS CHAIR
C. RULES/PARLIAMENTARIAN PROCEDURES CHAIR
9. SALARY FOR ADMINISTRATIVE ASSISTANT
10. CORRESPONDENCE
A. JANUARY 13TH LETTER TO SUNPOST RE: TONIGHT'S MEETING AND
AVAILABILITY OF COMMISSION MINUTES AND AGENDAS
B. DECEMBER I ST LETTER TO SUNPOST RE: PUBLISHING VACANCY
C. NOVEMBER 27TH LETTER FROM CHIEF JUDGE BURKE RE: VACANCY
D. OTHER
11. OLD BUSINESS
A. MEMBERSHIP STATUS
12. NEW BUSINESS
A. ADOPT -A -PARK RENEWAL
B. JOINT MEETING OF CITY ADVISORY GROUPS
C. SUB COMMITTEE REPORT ON CITY COUNCIL/CITY MANAGER RELATIONSHIP
AND RESPONSE FROM MAYOR KRAGNESS
13. MEETING DATES FOR 1996
(FEB. 28, MAR 27, APR 24, MAY 22, JUNE 26, AUG 28, SEPT 25, OCT 23, NOV 20)
*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
BROOKLYN CENTER CHARTER COMMISSION
1995 ANNUAL REPORT
Inkly
51 6 0:0 1 "R3
During 1995, the following members resigned: Marie Nyquist, Bev Wolfe.
New members appointed to the commission are: Carl Wolter, Janice Thielson,
Todd Paulson, Byron Brekke, Sy Knapp, and Eric Marquardt. The membership currently
stands at fourteen members, with a full roster being fifteen members.
2. ELECTIONS AND APPOINTMENTS FOR 1995
Elections:
Chairperson Eileen Oslund
Vice Chairperson Tim Willson
Secretary Diane Swanson
Appointments:
Audit Chairperson:
Tony Kuefler
Public Relations
Chairperson:
Rod Snyder
Rules Parhamen-
tarian:
Bev Wolfe
Adopt -A Park
Chairperson:
Diane Swanson
3. COMMISSION STUDIES AND ACTIONS FOR 1995
Council/City Manager Relationship Regarding Goal Setting and Performance
Evaluation of City Manager:
The commission studied the Charter as it related to Council/City Manager
relationship, discussed the current council/manager relationship, interviewed former
members of the City Council, and the Acting City Manager as a part of the information
gathering on this item.
In addition, Commission members received a copy of the latest edition of the
Mgdel Ci CILrt r as a reference on this study.
The discussion of City Council/City Manager relationship regarding annual goal
setting and performance evaluations included what did we want to see changed, whether a
charter amendment was the means to change, and what the alternatives to a charter
change might be.
Action on this study was to form a sub committee to list the points of discussion
as succinctly as possible, and after further reactions by the commissioners, to send a letter
to the City Council and the new City Manager, listing the proposed steps that might lead
to performance reviews of the City Manager based on established goals and objectives.
The commission continued its participation in the Adopt a Park Program
under the direction of Commissioner Swanson.
The full Charter Commission met nine times in 1995.
4. Sub Committee Activity:
There were four sub committees appointed in 1995:
Sub Committee of the Commission as a whole under Chairman Snyder
explored the City Council/City Manager Relationships in terms of annual goal setting and
timely performance reviews.
Sub- Committee on defining steps in goal setting and performance reviews
was co- chaired by Commissioners Kuefler and Willson.
Sub Committee on updating Rules and Procedures was chaired by
Commissioner Wolfe.
Nominating Sub Committee was chaired by Commissioner Oslund.
Respectfully submitted,
Eileen Oslund
Chairperson
Brooklyn Center Charter Commission
1031 City of Brooklyn Center
A great place to start. A great place to stay.
January 11, 1996
Tony Kuefler
Charter Commission Audit Chair
5943 Abbott Avenue
Brooklyn Center, MN 55430
Dear Mr. Kuefler,
At your request as Audit Chair of the Brooklyn Center Charter Commission, I have listed
below the expenditures charged to the Charter Commission budget appropriation during 1995:
Date
Pavee
Amount
Pumose
02/28/95
Viking Trophies
85.95
Plaques
03/23/95
Carole Blowers
223.08
Secretarial Services
05/31/95
National Civic League Press
51.20
Misc. Publications
05/31/95
Carole Blowers
139.73
Secretarial Services
06/30/95
08/31/95
Carole Blowers
337.93
Secretarial Services
National Civic League Press
181.00
Model City Charter
11/22/95
Carole Blowers
367.87
Secretarial Services
12/31/95
Carole Blowers
188.21
Secretarial Services
$1.574.97
-7
The Commission
7
k-
expended $1,574.97 a ainst�t le 4
p g 95 budget appropriation of $1,500.
Sincerely,
Tim J hnson
Asst. Finance Director
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
BROOKLYN CENTER CHARTER COMMISSION
NOMINATION SUB COMMITTEE
DECEMBER 2, 1995
CONFERENCE ROOM B
11 A.M.
Present:
Todd Paulson, Byron Brekke, and Eileen Oslund
Members of the sub committee discussed various persons for the positions of Chair, Vice
Chair, and Secretary for 1996.
After discussion, it was decided that the following names will be placed into nomination
for:
Chair for 1996: Tim Willson
Vice Chair for 1996: Carl Wolters
Secretary for 1996: Diane Swanson.
n
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All parties will be contacted to be certain they are willing to serve in these capacities.
Respectfully submitted,
Eileen Oslund
Chair
Nominating Sub Committee
BROOKLYN CENTER CHARTER COMMISSION
SUB COMMITTEE MEETING ON CITY MANAGER -CITY COUNCIL
RELATIONSHIP
NOVEMBER 15, 1995
CONFERENCE ROOM B
7:25 P.M.
Members present:
Ulysses Boyd, Byron Brekke, Sy Knapp, Tony Kuefler, Eric Marquardt, Eileen Oslund,
Todd Paulson, Rodney Snyder, Tim Willson, Beverly Wolfe, and Carl Wolter
Rod Snyder passed out a nine page document outlining and summarizing activities on this
topic to date.
Commissioners were all given time to review the document during the meeting. Discussion
then followed, reviewing each page of the document at a time.
After discussion, motion was made by Tony Kuefler, seconded by Tim Willson, to
establish a smaller sub committee to identify how the Charter Commission could make the
relationship between the City Manager and the City Council more effective and efficient,
i.e., by:
1) drafting a letter to the City Council asking them to set goals and priorities and
yearly perform a formal performance appraisal on the City Manager to show growth and
effectiveness;
2) preparing draft language for a possible charter change on this issue.
Motion passed unanimously. No letters will be sent to the City Council until they are
reviewed at the January, 1996, annual meeting.
Members of the new sub committee will be Tarry Kuefler, Tim Willson, Todd Paulson,
Byron Brekke, and Eileen Oslund.
It was decided this sub committee will meet on Saturday, December 2, at 10:00 a.m. The
room will be determined.
The Nominating Committee will meet immediately after this sub committee on December
2, 1995.
The Sub committee meeting ended at approximately 9:40 p.m.
Respectfully submitted,
i
Eileen Oslund
Chair
BROOKLYN CENTER CHARTER COMMISSION
SUB COMMITTEE MEETING ON CITY MANAGER -CITY COUNCIL
RELATIONSHIP
DECEMBER 2, 1995
10 A.M.
CONFERENCE ROOM B
Members present:
Tony Kuefler, Tim Willson, Todd Paulson, Byron Brekke, Eileen Oslund
The sub committee members prepared a list of four steps which outlined a process by
which the council should communicate to the City Manager what is expected of him/her.
These four steps were:
1. The Council and City Manager should annually establish goals and objectives for
the coming year.
2. After those goals and objectives are set for the coming year, annually the Council
and City Manager shall agree on performance criteria and the process on which the
Manager shall be reviewed at the performance review time.
3. The Council shall hold an annual performance review with the Manager, using the
criteria and process agreed upon for that year.
4. The Manager's annual performance review shall be a significant consideration in
determining the Manager's salary and contract term.
The sub committee members then drafted a letter to the Mayor and City Council and the
new City Manager. It was decided to mail this letter to the Charter Commission members,
asking for their comments and/or input to the letter before it is sent out.
If comments and input from Charter Commission members are received, the sub-
committee will meet again to discuss those before sending out the letter to the Mayor and
City Council.
Respectfully submitted,
SUB COMMITTEE ON CITY MANAGER/CITY COUNCIL RELATIONSHIP
cb
BROOKLYN CENTER CHARTER COMMISSION
December 4, 1995
Dear Commissioners:
The subcommittee on 'working relationships between the City Council and the City
Manager' met last Saturday. After discussion on the two issues identified by the
commission -as -a- whole, we decided that the letter to the City Council was a priority and
that the second direction, which was to find wording and placement for an amendment to
the City Charter would be contingent on the response from the City Council.
Timing on this issue is of utmost importance. Therefore, in lieu of a December meeting,
we are using this communication including:
I A draft of a letter to the City Council and the new City Manager.
2. A list of the points that the Commission -as -a -whole have discussed as pertinent to
this issue.
Here is what we ask ofvou:
If you agree with the contents of the letter and the list, please notify any one of the
committee members.
or
If you disagree with any points in the intent, the wording or the sequence, or feel the
committee should add or delete any points, please contact any one of the committee
members and also send your proposed changes (in print form) to them by December
15th. (See PHONE, FAX, and EMAIL numbers listed below).
The committee will then consider any changes, and all commissioners will be informed of
major changes in the intent or the wording of the communication, prior to it being sent to
the City Council and new City Manager.
The committee hopes to get the information to the Council Members and the City Manager
by the end of December.
Sincerely,
t C-/
Eileen Oslund, Chair I 6
Charter Commission
Sub Committee Members Numbers
Tim Willson Phone 566 -0423 Fax 566 -7448 Email tim.willson- lgaumn..edu
Tony Kuefler 561 -3251 561 -3251 ynoMec7
Todd Paulson 561 -3834
Byron Brekke 560 -9565 bbrekkeeaol.com
10 BCHART2. WPS;12 /4/95;tk
DEC -13 -95 WED 17:15 BOLTON MENK, INC. FAX NO. 6128908065 P.01
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R. Carl Wolter
6807 Willow Lane
Brooklyn Center, MN 55430
612 -561 -5267
10 December 1995
Tim Wilson, Tony Kuefler, Todd Paulson, Byron Brekke
Charter Commission Sub- Committe Member
In the "list of the points..." I would like to see something like the following added:
IT IS THROUGH THIS PROCESS THAT THE COUNCIL RELATES TO THE
MANAGER WHAT IS EXPECTED.
As it is currently written, it appears that the Council and the Manager are on an equal plane. It is
important that the Council have the employer role and the Manager the employee role. Perhaps
it would also be prudent to reiterate that the Manager serves at the will of the Council.
I thank you all for the additional time you have been putting in on this matter.
R'
Sincerely
&41 ?VO4ft
is
BOLTON NENK, INC. FAX NO. 6128908065
MEMORANDUM
DATE:
TO:
Tim Willson
Tony Kuefler Subcommittee members
Todd Paulson
Byron Brekke
DEC -13 -95 WED 17,16
FROM:
December 13, 1995
Eileen 0slund Chair, Charter Commission
Sy Knapp. Commissioner
Your Letter and Enclosures dated 1.2/4.95
1' 1
Regarding your draft materials I respectfully submit the following comments:
1. 1 am in general agreement and support of the 4 -part process for establishment of City
Council/City Manager relationships as outlined in your draft submittal, and agree that
this defines a way to define the goals and objectives of that relationship.
2. Unfortunately, setting up such a process on paper (whether by motion, resolution,
ordinance or charter amendment) does not assure that the process will work.
To give the process a "better chance" for working. I'd like to include a recommendation
that the City Council consider employing a neutral third party (possibly somebody from
the LMC, or a public management consultant) to provide assistance in team building,
conflict resolution and /or mediation, when the council considers such assistance is
approp riate.
Note: In a conversation which I had with City Attorney Charlie LeFevere, he noted the
fallowing:
V City Attorneys almost always work closely both with the City Council and the
City Manager. Hence, they would usually find themselves caught in the
middle between the two parties; and
Few attorneys' are experienced in goal settling or conflict resolution.
3. 1 continue to have serious misgivings about the thought of amending the charter to
mandate the format for City Council /City Manager relationships and believe this is a
matter which needs to be accomplished by City Council action.
In my conversation with Mr. LeFevere, he advised me that while "its not illegal (to
include such provisions in the charter) he does consider it to be "inappropriate He
also noted there's no such provision m the state law which prescribed the charters for
Plan B Statutory Cities.
According, I suggest that the wor4i "or by City Charger amendment" be deleted from the
end of the fourth paragraph of your draft cover letter, thereby not giving the council the
option of bouncing the issue back to our commission.
At the same time, I see no problem in offering to have our Commission prepare a more
detailed draft of a policy for considcratian by the Council.
DEC -13 -95 WED 17;17 BOLTON MENK, INC, FAX NO, 6128908065 P,04
4. Regarding performance evaluations, and termination proceedings relating to the City
Manager, my discussion with Mr. LeFevere helped me to understand that these are really
two separate issues, governed by two separate sets of rules, ie:
V Regarding Performance Evaluati Minnesota Statutes 471.705 (d) provides the
following:
"A public body may close a meeting to evaluate the performance of an individual
who is subject to its authority. The public body shall identify the individual to
be evaluated prior to closing a meeting. At its next open meeting, the public
body shall summarize its conclusions regarding the evaluation. A meeting must
be open at the request of the individual who is the subject of the meeting.
Note: It is my understanding that the confidentiality of this process is protected
by Data Privacy laws.
y/
Regarding termination. the Brooklyn Center City Charter provides that if the City
Council decides to terminate the City Manager's contract, the City Manager ma
demand a public hearing on the matter following the council's decision to
terminate the contract.
In Summary
It's my opinion that if the City Council is given the message that its up to them to set up the
process and are offered assistance (but not a mandate) in doing o, then the best climate is
established for them to 1) be a part of it, 2) understand it, and 3j follow it.
Thank you for your work in this matter and for providing us with the opportunity for review and
comment.
i Sincerely,
Sy Knapp
FROM :MBE 2108 1612 560 1014 1995.12 -21
Ip
December 20, 1995
Charter Commission Chair Eileen aslund
Sub Committee Commissioners
Tim Willson
Tony Kuefler
Todd Paulson
Byron Brekke
Dear Fellow Commissioners:
14-01 #179 P.01f01
I wish to thank you for the sub-committee's excellent work reflected in the December 4
report. You have, in my judgement, identified a proposed course of action and timing
most appropriate, given the new City Managex's impending arrival.
The proposal of paragraph four appropriately brings us back to last spring's ageement
by the Council and the Commission to jointly pursue the issue as framed in paragraph
one.
Given the pressure of time and the Holiday period, I can live with the present letter and
outline drafts. At the same time, I respectfully offer the following concepts for the
Sub- Cornmittee's consideration (proposed changes underlined):
A. Letter paragraph three, line two ...City Council to beizin the implementation of
a more formal....."
Reasoning: Commissioners recognize from our. study td` -date that the issue is very
complex. This simple change precludes a misunderstanding that there
is a simple fix.
B. Outline- -1-- "To facilitate a common focus of priority expectations. the City
Council and..-.."
Reasoning_ establishes the reason.
C. Outline--2, line 2 "...agree on the performance Criteria upon which and the
process by which the City Manager shall be reviewed....
Reasoning: mutual agreement of the process is as important as the criteria.
D. Outline -3, line 2 using the tsrocess and the Performance Criteria....:'
Reasoning: congruence with "C" above.
[Respectfully,
1'
Rodney L. Snyder, Commissioner
BROOKLYN CENTER CHARTER COMMISSION
SUB COMIVITTTEE MEETING ON CITY MANAGER -CITY COUNCIL
RELATIONSHIP
DECEMBER 21, 1995
7 P.M.
CITY HALL
Members present:
Tony Kuefler, Tim Willson, Byron Brekke, Eileen Oslund
The sub committee received comments from three commissioners on the letter /four step
process which was sent out to all commission members since the meeting on December 2,
1995.
Commissioners Wolter and Snyder attended the meeting tonight to discuss their comments.
The sub committee also discussed a written response received from Commissioner Knapp.
Considering the all the comments received, the sub committee revised the letter to the
Mayor and Council. The revised letter will be sent out to the Mayor and Council, and
Charter Commission members will all receive copies of the final letter with the four step list
of issues.
Respectfully submitted,
SUB -COM 1ITTEE ON CITY MANAGER- COUNCIL COUNCIL RELATIONSHIP
cb
City of Brooklyn Center
A great place to start. A great place to stay.
BROOKLYN CENTER CHARTER COMMISSION
December 23, 1995
Dear Commissioners,
The Subcommittee on working relationships between the City Council and
the City Manager met December 21st to consider the changes proposed by
some of the Commissioners. k.
Each proposed change was discussed by the subcommittee and the changes
agreed upon are incorporated into the list of issues. We are sending the letter
and the list of issues to the City Council and the new City Manager.
The subcommittee thanks each of you for your review of the proposed
documents and especially appreciates the input received from Commissioners
Wolter, Snyder and Knapp.
Sincerely,
Eileen Oslund
Enclosures
U
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.
December 22, 1995
Brooklyn Center City Offices
6301 Shingle Creek Parkway
Brooklyn Center, MN 55430 -2199
Mayor, Council Members, City Manager:
In the past year the Charter Commission has held discussions on the issue of City Council/City
Manager relationship, regarding City Council performance reviews of the City Manager based on
accomplishment of established goals and objectives.
Enclosed for your consideration is an outline that the Charter Commission has identified as an
approach used by many businesses and organizations to address this type of process.
With the beginning of the new year and the appointment of a new City Manager, we the Charter
Commission see this as a opportune time for the City Council to implement a Vlore formal
approach in dealing with this issue.
The Charter Commission is ready to meet with you to discuss this matter and assist in determining
the best means to formalize this process ie... by City Council resolution, by City ordinance or by
City Charter amendment. A.
We look forward to an early response to this communication.
Our sincerest best wishes for meaningful accomplishments and a harmonious working relationship
for our community in the coming year.
Eileen Oslund
Brooklyn Center Charter Commission, Chair
Tony Ku9or Tim Willson
Brooklyn Charter Commission, sub- committee co- chairs
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
i
BROOKLYN CENTER CHARTER COMMISSION
City Council ns n CiV M anager Relatio Issue,
The following steps outline a process whereby the City Council, as policy makers,
communicate to the City Manager what is expected of the City Manager.
1. The City Council and City Manager shall annually establish Goals and Objectives
for the coming year.
2. Annually, after setting of Goals and Objectives for the coming year, the City
Council and City Manager shall agree on the Performance Criteria and Process upon
which the City Manager shall be reviewed, at Performance Review time.
3. The City Council shall hold an annual Performance Review with the City
Manager, using the Performance Criteria and Process agreed upon for that year.
4. The City Managers' Annual Performance Review results shall be a significant
consideration in determining the City Manager's Salary and Contract Term.
WK- PAPER. WPS;12 /21 /95;tk