2015.02.12 Work Session Packet
Posted: February 6, 2015
CRYSTAL CITY COUNCIL
WORK SESSION AGENDA
Thursday, February 12, 2015
6:30 p.m.
Conference Room A
Pursuant to due call and notice given in the manner prescribed by Section 3.01 of the City
Charter, the work session of the Crystal City Council was held at ______ p.m. on Thursday,
February 12, 2015 in Conference Room A located at 4141 Douglas Drive, Crystal, Minnesota.
I. Attendance
Council members Staff
____ Deshler ____ Norris
____ Kolb ____ Therres
____ Libby ____ Revering
____ Parsons ____ Hansen
____ Peak ____ Norton
____ Adams ____ Serres
____ Dahl
II. Agenda
The purpose of the work session is to discuss the following agenda items:
1. Discuss delaying start of September 15 meeting to 7:30 p.m. or move to September 16
(Rosh Hashanah ends at sundown on September 15)
2. Discuss options for Northwest Hennepin Human Services Council (NWHHSC)
3. 2014 budget amendments
4. Public Works Facility Financing – Bonding and cash comparisons
5. Continue discussion of Council priorities
* Denotes no supporting information included in the packet.
III. Adjournment
The work session adjourned at ______ p.m.
Auxiliary aids are available upon request to individuals with disabilities by calling the City Clerk at (763)
531-1145 at least 96 hours in advance. TTY users may call Minnesota Relay at 711 or 1-800-627-3529.
4141 Douglas Drive North • Crystal, Minnesota 55422-1696
Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov
4141 Douglas Drive North • Crystal, Minnesota 55422-1696
Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov
MEMORANDUM
DATE: February 2, 2015
TO: Mayor and City Council
FROM: Anne Norris, City Manager
SUBJECT: September 15, 2015 City Council Meeting
The second meeting in September is currently scheduled for Tuesday, September 15.
In reviewing the Council 2015 calendar, staff realized Rosh Hashanah starts at sunset
on Sunday, September 13 and ends at sunset on Tuesday, September 15. Sunset will
be at 7:24 p.m. on September 15.
To accommodate the Rosh Hashanah holiday, the Council could delay the start of all
public meetings on September 15 to 7:30 p.m. or could consider rescheduling the
meeting to Wednesday, September 16 at the usual meeting time. Citizen Inpu t Time
would also be rescheduled to September 16 if the Council meeting moves to that date.
The Council should discuss whether changes are needed to the September 15 Council
meeting date.
Memorandum
DATE: February 5, 2015
TO: Mayor and Council
FROM: Kimberly Therres, Assistant City Manager
SUBJECT: Northwest Hennepin Human Services Council
Northwest Hennepin Human Services Council (NWHHSC) serves as the overall
research, planning, and coordination of human services for the northwest Hennepin
region and was established in the 1970s as a joint powers agreement among cities in
the northwest Hennepin County area. It is currently comprised of nine cities (Brooklyn
Center, Brooklyn Park, Corcoran, Crystal, Golden Valley, Hanover, Maple Grove, New
Hope, and Osseo).
NWHHSC also develops local research data and reports, coordinates regional multi-
sector cross-cultural networks such as the Northwest Hennepin Early Childhood
Network and Senior Leadership Committee, provides inter-agency professional
development on key issues and trends, and administers homeless prevention funds
through community partners.
In 2014, NWHHSC received a majority of its funding from grants through Hennepin
County. In 2015, the funding from Hennepin County is significantly reduced by
approximately $400,000, which in turn has reduced the budget for the organization in
2015. The City of Crystal contributes $9,303 of the total $100,393 contributed by the
nine municipalities.
The funding reduction from Hennepin County led to the Executive Board holding a
strategic planning meeting in November 2014 to begin exploring options for the
strategic direction of the agency. At the time, four options were presented, including:
1. Maintain basic services to existing members for phased dissolution in 2017
2. Build on Option 1 by seeking additional funding for continuation of existing and
expanded services to existing members and contract for services in the region.
3. Dissolve after closing out Hennepin County funding programs
4. Transform NWHHSC into a newly-named entity. Provide Option 2 services plus
expand services and contract for services as new relationships form.
At the January 2015 board meeting, the Executive Board narrowed down the options to
the following:
1. Dissolve after closing out the Hennepin County programs (likely in September
2015)
2. Transform NWHHSC to become a newly-named entity
The Executive Board also directed the Executive Director to research the possibility of
transferring the assets to a new entity and to develop a potential transitional plan.
Councilmember Kolb serves as Crystal’s representative on the Executive Board. The
next NWHHSC Executive Board meeting will be held in March. Prior to the meeting,
Council should discuss the options and their potential impacts on the organization and
the City of Crystal.
Memorandum
DATE: February 5, 2015
TO: Mayor and City Council
FROM: Anne Norris, City Manager
SUBJECT: City Council Initiatives and Priorities
At its last work session, the Council agreed to review proposed Council rules as drafted
by a subcommittee of councilmembers. The Council also agreed it would review the list
of Council priorities to be sure nothing was missed and to rank the priorities and get
them back to me by February 12.
Attached are the proposed Council rules and updated list of those priorities
Attach:
Crystal City Council
Draft Council Rules
v 1.0
Revised 2/3/2015
Goals
● To establish a set of rules governing the internal operations of the council
● To clarify processes and expectations, decreasing conflict
● To protect the rights of both the minority and majority, and ensure every member is heard
● To put in place good government practices that will last beyond the existing council
● Balance formality with flexibility
● Develop the minimum amount of rules necessary to accomplish the goals above, in the clearest
language possible
Summary of Changes From Existing Practices
● Establishment of new “types” of work sessions with standing agenda items
● Process established for any member (with support of others) to add items to work session or meeting
agendas
● Slight change to regular order of meetings
● Clarification of process regarding proclamations
● Clarification of process surrounding resolutions, specifically symbolic resolutions
● Clarification of process surrounding consent agenda, including removal of items
● Update to procedure for adopting and amending rules
Page 1 of 6 - DRAFT - Crystal City Council Rules
City Council Rules of Procedure - City of Crystal, MN
SECTION 1 AUTHORITY
The Charter and City Code of the City of Crystal, MN direct the Council to adopt a set of rules.
SECTION 2 MEETINGS
2.1 Meeting Schedule The schedule of regular council meetings is adopted at the beginning of the year in
accordance with City Code Section 200 and the city Charter.
2.2 Meeting Agendas The City Manager is authorized to create the agendas for regular and special council
meetings. Agendas and informational material for regular meetings shall be distributed to the Council and
posted on the city’s website no later than the Friday preceding the meeting.
2.2.1 Agenda Approval Approval of regular and special meeting agendas shall be made during the
Approval of Agenda section of the meeting. An item may be removed from the agenda by a majority
vote of the members present at the meeting. Urgent or emergency items may be added to the agenda
during a meeting by suspending the rules (see 4.3 below).
2.2.3 Regular Agenda Order The regular order of the agenda is as follows:
1) Call To Order
2) Roll Call
3) Pledge of Allegiance
4) Approval of Agenda
5) Proclamations
6) Special Appearances
7) Council Meeting Minutes
8) Consent Agenda
9) Open Forum
10) Public Hearings
11) Regular Agenda
a) Reading and approval of disbursements over $25,000
12) Information and Announcements
a) Upcoming community events
b) Notification of upcoming work sessions and council meetings
c) Reminder that work sessions and meetings are recorded and available online
d) Notice of any vacancies in commissions
13) Adjournment
Page 2 of 6 - DRAFT - Crystal City Council Rules
2.2.4 Proclamations A Proclamation may be used to call attention to certain events or causes, or to
recognize outstanding residents, employees, businesses, or organizations in Crystal. All proclamations
shall relate directly to the City of Crystal. Proclamations are issued and signed by the Mayor and do not
require a vote from the council. The City Manager and Mayor shall work together to prepare and
schedule proclamations.
2.2.5 Special Appearances The council may, from time to time, invite guest speakers to address the
council. These may be other elected officials, or representatives of community programs. The
scheduling of guest speakers is at the discretion of the City Manager and Mayor. Guest speakers shall
be limited in time to 10 minutes.
2.2.5 Consent Agenda The consent agenda is for routine and non-controversial items. The items on the
consent agenda will be considered in one motion. No items may be placed on the consent agenda that
pertain to the spending of city funds. Any member may request that an item be removed from the
consent agenda; this request is not subject to debate and does not require a vote. Items removed from
the consent agenda are added to the regular agenda before the first regular agenda item.
2.2.6 Open Forum The City Council appreciates hearing from citizens about items of concern, and
desires to set aside time during each meeting for Open Forum. Under normal order, each person will be
allowed three minutes to speak and no items may be addressed for more than ten minutes. The Mayor
may, at his/her discretion as presiding officer, extend the total time allowed for a topic. No council
action may be taken on any items brought before the council on Open Forum.
2.2.7 Resolutions A Resolution may be used to express City Council policy, direct administrative or
legal action, or to make a public statement from the Council (symbolic resolution). Resolutions are
passed by majority vote. All symbolic resolutions must directly relate to the business of the City of
Crystal. The Council will not issue symbolic resolutions on pending legislation, ballot measures, or any
items being discussed by other legislative bodies.
2.2.8 Public Input It is the policy of the Crystal City Council to seek feedback from the community prior
to implementing a change in policy. Whenever practical, the council will schedule an opportunity for
public comment on a new policy at the meeting prior to the meeting where a vote will take place.
Page 3 of 6 - DRAFT - Crystal City Council Rules
SECTION 3 WORK SESSIONS
3.1 Work Session Schedules The schedule for work sessions is as follows:
3.1.1 Regular Work Sessions There will be a regular work session immediately following each regularly
scheduled council meeting. If there are insufficient agenda items to require a regular work session, it
may be cancelled at the discretion of the City Manager.
3.1.2 Special Work Sessions Special Work Sessions may be scheduled by the City Manager at his/her
discretion or by the call of any 3 members. Special work sessions are typically scheduled prior to a
regularly scheduled council meeting, or on the second Thursday of the month.
3.1.3 Budget Work Sessions Budget Work Sessions may be scheduled by the City Manager at his/her
discretion and are dedicated to discussion of formulation of the city budget.
3.2 Work Session Agendas The City Manager is authorized to create the agenda for work sessions.
3.2.1 Agenda Order The regular agenda order is as follows:
1) Regular Agenda Items
2) Constituent Issues Update*
3) New Business*
4) Announcements*
*Only at regular work sessions.
3.2.2 Constituent Issues Update At its regular work sessions the Council will receive from the City
Manager an update on open constituent issues. This update will be provided in a format mutually
agreed upon by the Council and the City Manager.
3.2.3 New Business Any council member may bring an item up for discussion during the New Business
portion of the regular work session. Discussion on each item is limited to three minutes. Upon the
agreement of a minimum of three council members the item may be added to the agenda for the next
Regular Work Session for further discussion. Upon the agreement of a minimum of four council
members the item may be added to the next council meeting agenda.
3.2.4 Announcements This section of the agenda is for council members and staff to make
announcements about upcoming events or meetings, or to preview the agenda for upcoming meetings
and work sessions.
3.3 Recording All work sessions shall be audio recorded and the recordings shall be retained on the city’s
website for a period of six months.
3.4 Decorum It is the desire of the Council to conduct work sessions in as informal way as possible to facilitate
open and natural discussion of agenda items. Council members are to refrain from personal attacks or off-
topic conversation. The Mayor is the presiding officer at work sessions and is responsible for maintaining
decorum.
Page 4 of 6 - DRAFT - Crystal City Council Rules
SECTION 4 GENERAL
4.1 Adoption of Rules Rules shall be adopted by a resolution requiring an affirmative vote of 5 council
members at the second Regular Council Meeting of each year. If rules are not adopted at this meeting they
will be presented at every subsequent meeting until they are adopted. Current rules remain in effect until new
rules are adopted.
4.2 Amendment of Rules Once adopted for a calendar year, rules shall not be amended except by resolution
requiring an affirmative vote of 6 members.
4.3 Suspension of Rules A rule may be temporarily suspended by an affirmative vote of two-thirds of the
members present. The specific reason for suspending the rules must be stated in the motion to suspend, and
no business may be transacted except the stated business.
4.4 Motions reduced to writing Pursuant to City Code 200.11 - A motion must be reduced to writing at the
request of any member present. Ordinances and resolutions must be presented in writing and read in full
before a vote is taken thereon unless the reading is dispensed with by unanimous consent.
4.5 Tie Votes A tie vote results in a lost motion.
4.6 Unanimous Consent Unanimous consent for the dispensing of reading of ordinances and resolutions is
assumed unless a member requests a formal reading prior to the vote on the item in question.
4.7 Vote Count Reference This section indicates the number of votes required to achieve a threshold at
various voting strengths.
Number of Members Present
Threshold 7 6 5 4
Three Fourths 6 5 4 3
Two Thirds 5 4 4 3
Majority 4 4 3 3
Page 5 of 6 - DRAFT - Crystal City Council Rules
City Charter, Section 3.03.
Rules of Procedure and Quorum.
The council determines its own rules and order of business. A majority of all members elected is a quorum to do business,
but a smaller number may adjourn from time to time. The council may by ordinance provide a means by which a minority
may compel the attendance of absent members.
City Code, Section 200.09.
Council rules; presiding officer.
The presiding officer must preserve order and decorum, decide questions of order, and conduct meetings in accordance
with these rules. The city council is governed in its procedure by the provisions of chapters 2 and 3 of the city charter and
Roberts Rules of Order (Newly Revised Edition) except where otherwise provided by the charter or by this chapter.
The council may make and change its own rules from time to time by resolution duly adopted and any such changes
supersede Roberts Rules of Order (Newly Revised Edition). The presiding officer may speak on any question being
considered, and has the rights, privileges, and duties of any other member of the council. The presiding officer may
temporarily yield the chair to introduce or second a motion, resolution or ordinance.
City Code, Section 200.09 (proposed amendment).
Council rules; presiding officer.
The presiding officer must preserve order and decorum, decide questions of order, and conduct meetings in accordance
with these rules. The city council is governed in its procedure by the provisions of chapters 2 and 3 of the city charter and
Roberts Rules of Order (Newly Revised Edition) except where otherwise provided by the charter or by this chapter.
The presiding officer may speak on any question being considered, and has the rights, privileges, and duties of any other
member of the council. The presiding officer may temporarily yield the chair to introduce or second a motion, resolution or
ordinance.
The council must maintain at all times a set of rules. Rules shall be adopted by a resolution requiring an affirmative vote of
5 council members at the second Regular Council Meeting of each year. If rules are not adopted at this meeting they will
be presented at every subsequent meeting until they are adopted. Current rules remain in effect until new rules are
adopted. Once adopted for a calendar year, rules shall not be amended except by resolution requiring an affirmative vote
of 6 members.
The current council rules shall be posted on the city website and a public copy will be provided at all council meetings and
work sessions. Council rules supersede Roberts Rules of Order.
(New language in red)
Page 6 of 6 - DRAFT - Crystal City Council Rules
CRYSTAL CITIZENS CONNECTION INITIATIVE PRIORITIES – 2015
Task Goal Current Practice Action Plan Ranking
Develop City
Council rules
Predictability of
Council business, way
to get items on
agenda for discussion
Current Council rules –
Resolution #2014-113
outlining Council business
Councilmembers Kolb
and Peak drafting
updated rules for
Council consideration
Thank you notes to
citizens speaking at
Council meetings
Encourage/appreciate
citizen participation
Staff sends letter with thank
you only when follow up
necessary/required
Council writes thank you
notes after meetings
Traffic symposium Encourage
understanding of
neighborhood traffic
issues (speeding, stop
signs)
Directed patrols of “problem
areas”
Customer surveys
for city interactions
Encourage feedback
and improve
processes where
needed
Recreation does participant
program evaluations for
most programs
Customer service
awards for city
employees
Reward good
customer service
Gold Star awards (internal
use only) for recognition of
good customer service
Look at Citizen Input
Time for
Improvements
Increased
use/participation
Currently posted on city
electronic and actual
bulletin board
Add to events on
Facebook, ?
Neighborhood
meetings, possibly
with parks
department
Increased visibility of
city in neighborhoods
Parks & Recreation
Commissions have
neighborhood meetings in
summer months
Police department’s Night
to Unite (1st Tuesday in
August)
Host neighborhood
picnics with 3 of the
Parks & Recreation
Commission summer
meetings
Task Goal Current Practice Action Plan Ranking
Plain language
initiative
Make city
communications and
correspondence
clearer to
residents/recipients
(hearing notices,
citations, etc.)
Changes have been made
in recent years to make
notices more reader friendly
and to include drawings
and maps where
appropriate – there are
some statutory
requirements for certain
notices
Continue to improve
notices while meeting
statutory verbiage
requirements, Changes
made to February 2015
Planning Commission
hearing notices
Neighborhood
watch/crime
prevention
invigoration
Get more participation
and visibility in
neighborhood watch
program
Coordination of block
leaders for neighborhood
watch and Night to Unite
events (71 in 2014)
Police Department Open
House on Night to Unite for
those neighborhoods that
don’t have block captains or
block parties
Yard signs (similar to
Robbinsdale)
Crystal Ball Community Event Light of Crystal, Crystal
Fund for Community
Progress, Crystal
Business Association
Constituent
Management
process (tracking
requests and
responses)
Manage responses to
constituent requests,
complaints
Done by each department,
not necessarily coordinated
– except code enforcement
which is city department-
wide
Review Budget
Process
Staff gets direction from
Council
Staff drafts budget
Council reviews budget in
Task Goal Current Practice Action Plan Ranking
August work sessions
Preliminary levy set in
September
Final levy set in December
Communications
staffer
Part-time communications
staff (24 hours per week)
and other staff utilizing
current tools (att.)
Boy Scout/Girl
Scout Pledge of
Allegiance
Lead Pledge at
Council meetings
On a request by scout basis Initiate/coordinate
scouts to lead pledges
at Council meetings
(Councilmember Kolb
and Parsons)
Review street
parking rules
Review
commissions
Ordinance review,
possibly new
commission
Sunset date/annual
renewal for
initiatives like
Beyond the Yellow
Ribbon and
GreenSteps
Complaint tracking
process
Track type and
number of complaints
as well as resolution
Varies by department
Admin used to produce a
monthly report for the
Council – reinstate a
variation of that?
Review Point of
Sale Inspection
Understand history,
purpose and process
Staff currently reviewing
process for streamlining,
Task Goal Current Practice Action Plan Ranking
provisions clarifying
Review rental
inspection
provisions
Understand history,
purpose and process
Staff currently reviewing
process for streamlining,
clarifying
Can Farmers
Market be a city
event?
Add farmers market to
city-sponsored event
Discuss with Parks &
Recreation Commission
at March 12 work
session
More frequent
conversations with
advisory
commissions
On a request basis – as
commissions have work
plans or topics to discuss
with the Council