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HomeMy WebLinkAbout2014 09-08 CCM Study/Work Session MINUTES OF THE PROCEEDINGS OF THE CITY COUNCIL OF THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND THE STATE OF MINNESOTA STUDY/WORK SESSION SEPTEMBER 8, 2014 CITY HALL—COUNCIL CHAMBERS CALL TO ORDER The Brooklyn Center City Council met in Study Session called to order by Mayor Tim Willson at 6:00 p.m. ROLL CALL � y zkowski, and Dan Mayor Tim Willson and Councilmembers Kris Lawrence Anderson Lin M s y Ryan. Councilmember Carol Kleven was absent and excused. Also present were City Manager Curt Boganey, Finance Director Nate Reinhardt, Director of Business and Development Gary Eitel, Assistant City Manager/Director of Building and Community Standards Vickie Schleuning, and Mary Mullen, TimeSaver Off Site Secretarial, Inc. CITY COUNCIL DISCUSSION OF AGENDA ITEMS AND QUESTIONS City Manager Curt Boganey requested that Agenda Item 6d be removed from the Regular Session Agenda so that City staff can address unresolved issues related to the land title for the water treatment plant site. It was the majority consensus of the City Council to remove Regular Session Agenda Item 6d from the September 8, 2014, Regular Session Agenda. MISCELLANEOUS There were no miscellaneous issues to discuss. DISCUSSION OF WORK SESSION AGENDA ITEMS AS TIME PERMITS PAPERLESS AGENDAS Mr. Boganey stated the City Council requested that City staff explore the possibility of paperless agendas for City Council meeting packets. He presented a report compiled by the International City/County Management Association (ICMA) regarding organizations that have gone paperless. He stated the City Council had received the report in advance, and he requested their comments and feedback. He noted that City Clerk Sharon Knutson and IT Manager Patty Hartwig were present to answer questions and provide information, as they would be primarily involved in the implementation of any changes to the current process. 09/08/14 -1- Councilmember Lawrence-Anderson thanked City staff for researching the issue and compiling information for review. She stated paperless meeting packets would be more efficient and cost effective, and all the necessary documents can be reviewed electronically in any case. She noted the ICMA's report concluded that there is significant cost savings associated with going paperless. Councilmember Myszkowski stated the School Board went through a similar change when she was a Board member, and the District purchased laptops for them. She added it took a significant amount of time to become comfortable using the laptop. She noted the City Council could pursue a compromise, including a trial period. Councilmember Ryan stated he appreciates the concept of paperless meeting packets. He expressed concern that it would be City staff's responsibility to provide technical help to the City Council, as well as purchasing and maintaining the laptops or tablets. He added he is often more comfortable reviewing hard copies of documents. He questioned whether it is wise or necessary to go completely paperless, especially in light of City staff's current workload during an election year. Mayor Willson stated he supports the notion of a paperless meeting packet, as less paper and ink would be used for printing, and the Police Department would no longer be required to hand- deliver the packet. He added, as with any project, the most important issue is funding and potential cost savings. He asked whether City staff had any opinion on the matter. Mr. Boganey stated City staff has researched the issue and presented relevant facts to the City Council in an effort to gather their perspective. Councilmember Ryan stated he would like to see details of potential cost savings, which would be a strong argument in favor of paperless packets. He noted the City Council would need to receive sufficient technical training. Mayor Willson stated many questions would need to be addressed regarding hardware and software requirements, and whether City staff s IT needs would take priority over technical support for the City Council. He added he would prefer a transition to total paperless meeting packets for the whole City Council. Councilmember Lawrence-Anderson stated she would like to see more cost analysis. She added any related financial impact should be considered over the four-year City Council term. Mr. Boganey agreed to provide specifics regarding the costs associated with paperless meeting packets for the City Council's review at an upcoming meeting. ADJOURN STUDY SESSION TO INFORMAL OPEN FORUM WITH CITY COUNCIL Mayor Willson adjourned the Study Session to Informal Open Forum at 6:45 p.m. 09/08/14 -2- RECONVENE STUDY SESSION Mayor Willson reconvened the Study Session at 6:47 p.m. ADJOURNMENT Mayor Willson adjourned the Study Session at 6:48 p.m. 09/08/14 -3- STATE OF MINNESOTA) COUNTY OF HENNEPIN) ss. Certification of Minutes CITY OF BROOKLYN CENTER) The undersigned, being the duly qualified and appointed City Clerk of the City of Brooklyn Center, Minnesota, certifies: 1. That attached hereto is a full, true, and complete transcript of the minutes of a Study/Work Session of the City Council of the City of Brooklyn Center held on September 8, 2014. 2. That said meeting was held pursuant to due call and notice thereof and was duly held at Brooklyn Center City Hall. 3. That the City Council adopted said minutes at its September 22, 2014, Regular Session. AAAAA 1�ym+PM IAJ UV OL City Clerk Mayor 09/08/14 -4-