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HomeMy WebLinkAbout1977 08-17 CCM Special Session-City Council Subcommittee MINUTES OF THE PROCEEDINGS OF A SUBCOMMITTEE OF THE CITY COUNCIL OF THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND THE STATE OF MINNESOTA SPECIAL SESSION AUGUST 17, 1977 CITY HALL Call to Order A Subcommittee of the Brooklyn Center City Council met in special session and was called to order at 8:07 p.m. Roll Call Councilman Kuefler and Councilman Lhotka. Also present was Administrative Assistant Ronald Warren. Deliberation of Open Councilman Lhotka stated that this Subcommittee meeting Forurr Format was called to further discuss the possibility of instituting • an open forum concept whereby citizens would be given the opportunity to address the City Council about matters concerning them. He explained that public input was accepted at a special Subcommittee meeting held on July 26, 1977 in the Hall Council Chambers and that five written responses regarding the subject had also been submitted to the Subcommittee. He explained that it was the Subcommittee's intention this evening to solicit further public input and then to deliberate the possibility of developing a proposal to be considered by the City Council as a whole. He next reviewed the procedures to be utilized this evening for soliciting public input which include the following: that persons give their name and address for purposes of the record; that everyone wishing to be heard would be given an opportunity to speak before recognizing someone for a second time; and also that comments be specifically related to the open forum concept. Councilman Lhotka reported that no additional written comments had been received since the last Subcommittee meeting. Publi Hearing Councilman Lhotka recognized Jerry Pedlar, 6113 Quail Avenue North, who stated that he wished to reiterate his position in favor of the institution of an open forum as he had stated at the last meeting. He commented that there is much citizen apathy regarding local government and that he feels much of this apathy can be attributed to the inavailability of the City. Council. He explained that he felt the institution of an open forum would help to alleviate some of this apathy and commented relative to an article that appeared in the Brooklyn Center Post relating to an open forum utilized in other communities. He stated that he feels, based on this article, that open forums are working in other communities and can indeed work in Brooklyn Center. He stated that he agrees somewhat with some of the comments made at the last Subcommittee ; meeting regarding the potential negative aspects of an open forum such as it being a potential interruption on the conducting of City business. He further stated that City business should be the paramount concern of the City Council but he felt an open forum could be instituted so as not to interfere with Council business. He added that he does not have a precise recommendation as to the format that should be used but that he urged the Subcommittee to institute an open forum. -1- 8 -17 -77 Carl Lundstrom, 5330 Camden Avenue North, stated that he was unable to attend the last Subcommittee meeting to express his feelings. He stated that he felt the institution of an open forum was a good idea and that he was in favor of it. He added that the open forum should be scheduled at a definite time during the City Council meeting and that this time should - be early in the Council meeting so that persons do not have to sit through the entire City Council meeting in order to be heard. s 813 Aldrich A u h that s Dolores: Hastings, 5 Avenue North, stated t t he had conducted an unofficial and unscientific survey since the last Subcommittee meeting and had inquired of persons in her area if there was ever anytime they wanted information from the City Council, the City Manager, or the City staff relating to City business that they would like to contact these persons about. She added that she also inquired as to their opinions about having an open forum where citizens could address the City Council as a whole. She pointed out that some of the people she had surveyed were new to Brooklyn Center and did not know how to get in touch with City officials. She added that only one out of the fourteen people surveyed expressed the opinion that they were not concerned. She noted that some of the people surveyed felt the open forum would be a good thing to have so that they could find out what is going on. She further added that most of the people contacted felt that a Saturday open forum meeting would not be as good as having the open forum on the evening of the City Council meeting in that many work during the daytime and are unavailable to attend the Saturday meeting. Mrs. Hastings also stated that she hoped that any possible institution of an open forum would be designed in such a way to eliminate personality type grievances being addressed to the City Council. Councilman Lhotka again recognized Jerry Pedlar, 6113 Quail Avenue North, who commented that it was stated at the last Subcommittee meeting that the subject of an open forum was good campaign rhetoric but really nothing more. He disagreed with that statement and stated that people need the opportunity to address the City Council as a whole. He referred to the Fire Chief issue, which was before the City Council approximately a year and a half ago, and stated that obviously many people wanted to be heard about the issue and that at that time there was a heed for an open forum which could have been used for that purpose. He further stated that there were many intelligent persons who had something.to say about that issue but for the most part were unable to address the Council as a whole. He commented further that he has talked to a number of people about the institution of an open forum and that they favor it. He added that he does not understand why these people are not here tonight to express their own views. He reiterated his previously stated position regarding the open forum and commented on the number of occasions in the past when the Council could have effectively utilized an open forum. Councilman Kuefler stated that the purpose of this Subcommittee meeting was to solicit public input regarding an open forum and to possibly make a recommendation regarding it to the Council as a whole. He further stated that he did not see the need for a rehash of past issues and events or a need for repeating points alread . made regarding the open forum He suggested that if there y g g P • gg e s no other is new input regarding the open forum that the ubcom- P g g P n S mittee proceed to deliberate the matter. Councilman Lhotka inquired if anyone else wished to be heard Close Public regarding the open forum. There being none, the public hearing Hearing was closed. 8 -17 -77 -2 Subcommittee Deliberation Councilman Lhotka stated that he was very much in favor of the open forum concept. ` He further stated that in review- ing both the comments made to the Subcommittee and the letters received there seems to be no out and out opposition to the open forum concept but that the problem seems to be in how it will be structured. He proposed that 20 minutes be allocated at every City Council meeting to an open forum and that the Council meetings begin at 7 :15 p.m. starting with the call to order, the roll call, invocation, approval of minutes, and then the open forum. He pointed out that the 20 minute time limit should be strictly abided by and that persons wishing to address the City Council be \ limited to. three minutes He suggested that persons wishing to participate in the open forum call City Hall prior to the City Council meeting and give their name, address, phone number, and the nature of the subject which they wish to address. He also suggested that there be a sign -up sheet available at the door of the Council Chambers prior to the City Council meeting thereby giving. citizens an opportunity to sign up and utilize the open forum. He concluded by recommending that the open forum be utilized strictly as a time for citizens to voice their opinions, problems, or concerns and not be a time for discussion or response by the City Council. Councilman Kuefler stated that he generally agrees with the suggestions made by Councilman Lhokta. He further stated that it appears that citizens want the opportunity to address the entire City Council and that if there is to be an open forum it should be scheduled along with every City Council meeting. He suggested that the open forum begin at 6:45 p.m. and end at 7 :20 p.m., with an approximate 10 minute break prior to starting the regular Council meeting at 7:30 p.m. He added that he agrees with the suggestion that the open forum not be used for Council dialogue with citizens and that questions to persons utilizing the open forum shoulc be only of a clarification nature. He recommended that a member of the City staff be present during the open forum so that if it is appropriate a matter can be referred for possible solution. He also agreed with comments made that the open forum should not be utilized to vent personal animosities regarding particular individuals nor should it be utilized for campaign rhetoric and that such comments should be terminated. He concluded by stating that he would recommend that the Mayor chair the open forum for adequate control and that persons addressing the Council during the open forum be limited to three to five minutes to express themselves. Councilman Lhotka stated that he agrees with the point about airing personal animosities regarding particular indi- viduals. He also recommended that persons wishing to address the City Council during the open forum regarding an item scheduled on that evening's City Council agenda for public hearing, be requested to.make their comments during the appropriate public hearing rather than at the open forum. He commented that he would like to see the open forum held as a part of the official City Council meeting so that minutes would be taken and the comments become part of the official record. He also favored the idea of the Mayor chairing the open forum. Councilman Kuefler agreed with Councilman Lhotka that a record of the meeting should be kept and stated that he sees the open forum as being the first agenda item. Councilman Lhotka stated that he favored the 7:15 p.m. starting time. Councilman Kuefler pointed out that generally regular -3- 8 -17 -77 City Council meetings run approximately to midnight and that he did not feel the business portion of the City Council meeting should be pushed back. He commented that if we are going to provide an opportunity for citizens to address the City Council the time should be significant, therefore, he recom- mended a starting time of 6 :45 p.m. He added that if it becomes apparent that this amount of time is not needed, the starting time could be changed at a later date. He further stated that the open forum should conclude precisely at 7:20 p.m. with a ten minute break period prior to resuming the City Council meeting at 7 :30 p.m. A discussion ensued relative to a recommendation to the City Council regarding a possible format for an open forum. Councilman Lhotka stated that he favored the designation of a group spokesman if a number of people wish to address the City Council about the same subject such as a neighborhood concern or problem as a means of avoiding redundancy and repetition so that a number of persons would be able to address the City Council about a variety of subjects during the open forum. Councilman Kuefler stated that one of the justifications for the open forum is that people do not know how to contact City Councilmen or City staff regarding various problems and will, thus, utilize the open forum as a means of communication. He doubted if people, therefore, would have a neighborhood spokesman if there was a neighborhood problem to be presented to the City Council during the open forum and stated that he therefore, favors hearing everyone. Councilman Lhotka pointed out that there may not be enough time to hear all persons during the open forum if there are a number of citizens wishing to address the City Council about the same subject. He stated that if time is not a problem he would favor hearing each person even if it is about the same matter, but sees merit in having a designated spokesman if time is a problem so that a variety of concerns could be brought to the City Council's attention. Council - man Kuefler stated that he felt this problem could be adequately handled by allowing the Mayor to reduce the time allotted to an individual if the Mayor is aware that there is repetitive subject matter and, thus, still allow each person to be heard.' Following further discussion it was the consensus of the Subcommittee that the following recommendation be forwarded to the City Council regarding an open forum: 1. Purpose The open forum would be instituted to give any citizen the opportunity to address the City Council as a whole and comment on any opinion, problem, concern, or complaint they might have which is relevant to the affairs of this local government and its policies and practices. The open forum is not designed to supplant other means of communication such as direct contact with members of the City Council, the City Manager, City department heads or City staff. Use of these other means of com- munication are encouraged by the City of Brooklyn Center. It is not the intent of the City Council that the open forum be used either to air personality type grievances, to make personal attacks or for political endorsements or campaign purposes. The City Council will hear each person wishing to address the City Council but will not be expected to take any immediate action regarding items or issues raised. 2. Time and Scheduling a. An open forum would be held on the same evening as 8 -17 -77 -4- every regularly scheduled City Council meeting. It would be held in the City Council Chambers starting at 6 :45 p.m, concluding no later than 7 :20 p.m. Persons wishing to address the City Council would generally be given a maximum of five minutes to express their opinion, problem, concern, or complaint. b. Persons wishing to address the City Council during the open forum would be asked to either call City Hall prior to the open forum and state their name, address, telephone number, and the nature of the subject which they wish to bring to the City Council's attention, or to sign a prepared card with the same information indicated above which ` would be available at the door of the City Council Chambers prior to the time for the open forum. 3. Procedures a. The Mayor would chair the open forum and recog- nize those that have submitted requests to address the City Council with persons calling in advance being scheduled prior to those signing up at the door. A record would be kept of the comments made during the open forum which would become part of the official minutes of that City Council meeting. b. There should be some flexibility with regard to the maximum amount of time allotted to an individual addressing the City Council. This would be a function of the number of people wishing to make comments and the 35 minute time limit proposed for the open forum. The Mayor would be given the discretion to determine the individual time limit based on.these considerations. c. The City Council would be present to hear those wishing to address the City Council and would not get involved in a dialogue with citizens. A matter could be referred to the City Manager, if appropriate, for further action. Questions by members of the City Council to citizens utilizing the open forum would be limited to clarification type questions regarding the comment, concern, problem, or complaint. The open forum would not be utilized as a time for problem solving or reacting to matters stated by citizens but rather for hearing the citizen for informational purposes only. d. The open forum would not be used to vent personal animosities regarding particular individuals such as members of the City Council, the City Manager, the City staff, neighbors or other citizens. If it becomes apparent that comments are of this nature, the Mayor shall have the authority to terminate such comments and go on to the next scheduled person. This is not to imply that it is the intention of this City Council to discourage persons from commenting on problems relating to City functions but rather to avoid personality conflicts. -5- 8 -17 -77 e, The open forum would not be used f political endorsements or for campaign purposes. Again, the Mayor shall have the authority to terminate such comments and proceed to the next scheduled person. This is not to imply that persons seeking political office are barred from expressing their opinions or comments regarding local government issues but rather to avoid using this form for campaign rhetoric. f. If it is apparent that a number of persons wish to address the City Council about the same subject, the Mayor can, in the interest of giving all persons an opportunity to address the Council about a variety of subjects, limit the amount of time allocated to those individuals or request that one person be designated to-speak on behalf of the group. If it is apparent that there are no time problems, the City Council will hear all persons wishing to speak about the same subject matter. g. When recognized a person addressing the City Council will state their full name and address for purposes of the public record. h. The open forum will end precisely at 7:20 P.M. which will allow for a ten minute break prior to resuming the City Council meeting. i. Persons wishing to address the City Council during the open forum regarding an item scheduled for a public hearing on the same City Council agenda, such as a Planning Commission item, an ordinance or other type of public hearing, will be requested, to make their comments during the appropriate public hearing rather than at the open forum. j . The City Council meeting would be called to order at 6:45 p.m. and the roll call taken. Whether or not other items such as the invocation and approval of the minutes should be considered prior to con - vening the open forum was not decisively recom- mended but may well be a matter for further Council consideration. al of Subcommittee " It was the consensus of the Subcommittee that the minutes of Approv al the Subcommittee meeting of July 26, 1977 be approved. Minutes Minutes The special City Council Subcommittee meeting adjourned at Adjournment 8:55 P.M. Secretary l -6_ 0-17-77