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2016.01.19 Work Session Packet (2nd)4141 Douglas Drive North • Crystal, Minnesota 55422-1696 CITY of Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov CRYSTAL Posted: January 15, 2016 CRYSTAL CITY COUNCIL SECOND WORK SESSION AGENDA Tuesday, January 19, 2016 To immediately follow the Regular City Council Meeting Conference Room A Pursuant to due call and notice given in the manner prescribed by Section 3.01 of the City Charter, the second work session of the Crystal City Council was held at p.m. on Tuesday, January 19, 2016 in Conference Room A located at 4141 Douglas Drive, Crystal, Minnesota. I. Attendance Council members Deshler Kolb Libby Parsons Peak Adams Dahl Staff Norris Therres Peterson Revering Sutter Gilchrist Serres II. Agenda The purpose of the work session is to discuss the following agenda items: 1. City Strategic Communications Plan 2. Review 3 strikes/rental licensing enforcement 3. Annual review of Council rules 4. Discuss request for task force — Constitution Week 5. Constituent issues update 6. New business* 7. Announcements* * 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. AL 4141 Douglas Drive North • Crystal, Minnesota 55422-1696 Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalnm.gov City of Crystal Communications Strategy January -June 2016 I. Mission Statement: The Crystal City Government strives to improve and promote the quality of life for all Crystal citizens and provide municipal services in a cost-effective, innovative and professional manner. II. City Taglines: "Crystal has it all." "Where Family and Community are Number One." III. Target Audiences: • Residents of Crystal and adjacent communities • Business owners in Crystal and adjacent businesses • Local, state and nation-wide media • Emergency staff and first responders • Prospective residents and business owners • Crystal council, commission, board members, advisory groups and other city staff • Local, county and state governmental officials and staff • School districts, watersheds and civic organizations IV. Guiding Principles: • Develop and maintain a consistent brand showing value and reinforcing a positive, clean and welcoming image of Crystal. • Incorporate diversity and sensitivity in all messaging when possible. • Promote a clear mission and vision for Crystal. • Increasingly engage citizens, staff and elected officials through diverse methods, incorporating changing technology. • Involve staff in communications at all levels. • Seek outside partnership opportunities to improve service and offset costs. • Solicit feedback and evaluate communications based on objectives and guiding principles. • Create and update a communications strategy with specific goals and objectives and present it annually to the City Council, staff and general public. V. Core Communications Strategies, Tactics and Tools 1. City Websites, Social Media, Webstreaming and Online Activities • Website slide show graphics • Website calendar • Website announcements, website pages • Website "Video Highlights" streaming video presentations or Public Service Announcements (PSAs) • Website "What's Happening" section • Social media updates (Facebook, Twitter, YouTube, Linkedln, Instagram) • Email and e -newsletters • Online surveys • Google website analytics • Connect2mybenefits (staff intranet postings) 2. Media Relations, Public Relations, Advertising and Marketing • Newspaper, radio or TV advertising • PowerPoint presentations • Staff training, presentation/exercises • Press releases • Roadside marque signs (2) • Three -panel trade show display • Periodic resident surveys • Written articles and opinion pieces • New resident packets • Branding guide • Forms, documents, certificates, resolutions • Open houses, ribbon cuttings, ground breakings, symposiums, community events, etc. • Council announcements, events, speeches, articles, websites and blogs 3. Newsletters, Publications and Photography • Crystal Connection and Recreation Newsletters • Crystal Insider • News Brief (Internal to staff and council) • Brochures, booklets and marketing pieces • Reference Guides • Flyers and handouts • Direct Mail Marketing Pieces • City Hall Bulletin Board • Photographic displays • Utility bill inserts 4. NWCT Cable Channel 12 and 16, TV Programming and Production and Cable Bulletins • Mayor's Minutes • City Video features (2 -minute and 1:15 segments) • Cable bulletins • PSAs, video shorts • Cable shows and programs • Public meetings V: Longer-term Goals (15) and shorter -term Objectives (27) GOAL: Develop a City of Crystal logo standards, message branding and style guide. Objective 1: Give documents/messages a standardized, professional look that is clearly from the City. Objective 2: Create templates for commission and advisory board agendas and minutes. Objective 3: Explore different agenda management system (Granicus and/or Accella) for Council meeting agendas and minutes, and for board/commission appointments. Objective 4: Create PowerPoint templates for staff. Objective 5: Develop city-wide slogan/tagline for city publications and other messaging. Objective 6: Create more interactive applications, permit and other forms for residents and make them available on the City's website. Objective 7: Offer forms, permits and other communications in more languages. Objective 8: Create city inspector thank -you postcards for homeowners after a code violation is corrected, rental inspection order completed, or final inspection on a building project. GOAL: Update Crisis Communications Policy (Media Protocol). Objective 1: Clarify how after-hours events are managed by council and staff. GOAL: Develop plain language processes with all departments and staff. Objective 1: Continue to implement plain language into all communications materials including open house and public meeting notices, building permits, handouts, etc. (some technical language and tables are necessary). Objective 2: Perform systematic audit of city website content for plain language, proper grammar, broken links and outdated information. Objective 3: Create citizen engagement flyer: "How to Communicate with the Crystal City Council." Objective 4: Continue to review and update City Code Reference Guide. GOAL: Clarify how City communications will be involved in community events and civic organizations such as Frolics, Crystal Fund, Light of Crystal, Crystal Crime Prevention, and Crystal Business Association. GOAL: Assist in creating long-range Crystal Recreation Department marketing plans for each of three divisions: (1) Recreation, (2) pool, (3) community center/facilities. GOAL: Develop/provide media spokesperson training for key staff and elected officials. GOAL: Create subscriber -based e -newsletters or notifications for city news, city road projects, recreation programs, road closings, etc. GOAL: Increase the ways we communicate with the Sun Post and other news outlets. GOAL: Create/disseminate video productions to grow public awareness of City employees and services. Objective 1: Short (1 minute) YouTube videos of common public works tasks and inspection items. Objective 2: Develop behind -the -scenes videos program of City employees and their jobs. Objective 3: Create videos of rentable rooms and recreational amenities for YouTube and website. Objective 4: Better utilize quarterly NWCT Cities Videos to enhance awareness of city services. GOAL: Increase use of assessment tools to improve information to target audiences. Objective 1: Utilize web traffic analytics in communications and share with staff as needed. Objective 2: Continue to track/review external civic, community and council newsletters, news clippings, blogs and websites for Crystal -related items. Objective 3: Develop on-going communications survey for City website. GOAL: Consider advertising and ad budget, particularly during months with no city newsletter. Objective 1: Freshen up Bass Lake Rd. banners. GOAL: Find new, innovated ways of communicating with various target audiences. Objective 1: Review possibility of kiosks/reader boards at key locations and park sites in the City. Objective 2: Consider communications intern program. GOAL: Enhance most productive communications tools to keep them current and useful. Objective 1: Continue to research ways to improve employee newsletter. Objective 2: Research new website design for 2017. GOAL: Develop process to keep cable TV bulletin boards and website slides updated on a weekly basis. GOAL: Better promote and communicate upcoming election information/activities. Objective 1: Create/implement awareness campaign for election judges and voter registration. Objective 2: Communicate changes regarding absentee voting, election equipment and where to find general information and results. VI. Tactics and Impacts for Key Objectives (examples only): Below are examples of the next step toward accomplishing a goal or objective: the communications campaign. It incorporates choosing strategies, tactics and tools and outlining other considerations required to accomplish a goal or objective. Develop a branding and style guide with the goal of having City documents and messages have a similar standardized look. This will include templates for agendas and minutes for advisory groups or PowerPoint templates for staff. Strategy Tactics/Tools Budget Staff Timeline Booklet Email to staff Staff time Communications Jan. - March Connect2my In-house Copies of Forms, Staff Training, Crystal Insider benefits.com Agendas, Minutes Presentation/Exercises Facebook Branded Templates Contact Commission - Communications Jan. — Feb. Liaisons and Secretaries Citizen Members Update Crisis Communications Policy (Media Protocol) Strategy Tactics/Tools Budget Staff Timeline New protocol form Staff Training Staff time Communications Jan. 15 — Feb. 1 and Staff Training, Crystal Insider Administration Presentation/Exercises Facebook Create citizen engagement flyer "Ways to Contact the Crystal Council." Strategy Tactics/Tools Budget Staff Timeline Publications Distribute Flyer Paper Copies Communications January 1-29 and Online Add to council webpage Administration Social Media Facebook Newsletter Ongoing Articles Memorandum rc n' o Coil's I Al, DATE: January 13, 2016 TO: Mayor and City Council FROM: Anne Norris, City Manager Stephanie Revering, Police Chief John Sutter, Community Development Director SUBJECT: Rental Licensing — Enforcement Provisions One of the Council's goals is to have a review of the rental licensing provisions of Section 425 of the City Code. Since the city recently heard concerns about a rental property that has become a disturbance to adjacent residents, the purpose of the January 19 work session discussion will be to focus on enforcement provisions applicable to such properties. Section 425.21 contains language regarding conduct on rental licensed premises and is more commonly referred to as the "3 strikes" provision. In essence, this section provides that the following conduct in rental properties by tenants or guests is not acceptable: - Public nuisances regarding garbage, refuse and litter - Noise - Dog control and animals Drug abuse or possession - Disorderly conduct - Relating to sale or consumption of alcohol - Prostitution - Firearms - Assault, excluding domestic assault - Contributing to delinquency of a minor - Operating, managing or conducting a disorderly house - Indecent exposure - Criminal damage of property Interference with a police officer - Terroristic threats - Unlawful assembly - Riots - Interfering with 9-1-1 calls - Gambling - Predatory Offender Registration Crime commiteed for benefit of a gang Contributing to a child being a runaway Racketeering If a licensed property was used for one of the above, city staff is authorized to send a notice of the violation to the property owner and request the use stop. If another instance occurs within a 12 month period, another notice is send to the property owner with a requirement for the property owner to detail what actions have been taken to prevent further use of disorderly conduct. If another, third, instance of disorderly conduct occurs in a rental property within 12 months of the second instance, the City Council may deny, revoke, suspend or not renew a rental license for that property. Aside from the "3 strikes" provision, the City Council has the authority to suspend or revoke any city -issued license, including rental licenses not yet at their third strike, under City Code Section 1005.21-23. Attach: AJ,14d licc"Scs Crystal City Code 425.17 (Rev. 2012) 425.17. Licensing of rental units. Subdivision 1. General rule. It is unlawful to operate a rental dwelling without first having obtained a license. The license is issued each year and expires on the anniversary date of issuance. Subd. 2. Application. This subsection establishes minimum standards for maintaining rental properties; i.e., general housing units, apartments, dwellings, dwelling units, accessory structures and related premises. A building and its premises used in whole or in part as a home or residence, or as an accessory structure thereto, for a single family or person, and a building used in whole or in part as a home or residence of two or more persons or families living in separate units must conform to the requirements of this section without regard to when the building may have been constructed, altered, or repaired. This subsection is intended to provide standards for licensed rental housing and to provide standards to allow resolution of violations of this code. (Amended, Ord. 2012-04, Sec. 5) Subd. 3. License fees. For license renewals, license fees are due no later than 60 days prior to the license expiration date. If an application for license renewal is made less than 60 days before the beginning date of the license period applied for then the fee shall be accompanied by an additional amount equal to 100 percent of such license fee. The additional amount shall be a penalty for a late application. For general housing units or apartments intended for rental for which a license was not issued for the previous year, license fees must accompany the completed license application. License fees are set in appendix IV. Subd. 4. Conditions. A license is nontransferable. The license fee is not refundable upon revocation or suspension. Subd. 5. Application; information. Applications for a license or renewal of a license must be made by the owner of a rental dwelling. Application forms are filed with the city, accompanied by the applicable fee. The applicant must provide: a) Name, street address (a post office box number is not acceptable), email address, and telephone number of dwelling owner, owning partners if a partnership, corporate officers if a corporation; (Amended, Ord. 2012-04, Sec. 5) b) Name, address, email address, and telephone number of designated resident agent, if any; (Amended, Ord. 2012-04, Sec. 5) c) Name, address, email address, and telephone number of vendee, if the rental dwelling is being sold through a contract for deed; (Amended, Ord. 2012-04, Sec. 5) d) Legal address of the rental dwelling; e) Number of rental dwelling units within the structure; and Crystal City Code 425.17, Subd. 5 f) (Rev. 2012) f) Description of procedure by which tenant inquiries and complaints are handled by the owner. g) For properties with multiple owners, the names, street addresses and telephone numbers of all owners, one of whom must be designated as the primary contact. Subd. 6. Notice of change. The licensee shall give notice in writing to the housing official within five business days after any change of the information in the application. Notice of transfer of ownership is governed by subdivision 12 of this section. (Amended, Ord. 2012-04, Sec. 5) Subd. 7. Resident agent required. An operating license will not be issued or renewed for a nonresident owner of rental dwellings unless the owner designates in writing the name of a resident agent who is responsible for maintenance and upkeep and to institute remedial action to effect remediation of such orders on behalf of the owner. The housing official must be notified in writing by the owner of a change of resident agent. Subd. 8. Conformance to laws. A license will not be issued or renewed unless the rental dwelling and its premises conform to this section, the ordinances of the city and the laws of the state of Minnesota. Subd. 9. Inspection condition. A license will not be issued or renewed unless the owner of the rental dwelling agrees in the application to permit inspections pursuant to subdivision 18. Subd. 10. Issuance of license following inspection. A rental license shall be issued in instances where no compliance orders are identified by the housing official for a rental dwelling unit. A conditional rental license shall be issued in instances where compliance orders have been identified and a copy of the orders provided to the owner. Compliance orders shall be provided to the owner within fifteen days after gaining access to the interior of all structures for the purpose of conducting the inspection. The owner of the property for which a conditional license is issued shall have a maximum of 60 days from the date of the inspection to make the necessary corrections and request reinspection for compliance. The conditional license may be revoked automatically by the city if the compliance orders have not been completed and verified as such by a reinspection within 60 days of the date of the initial inspection. (Amended, Ord. 2012-04, Sec. 5) Subd. 11. Posting of license. The licensee of a building containing three or more rental dwellings must post the current license in a conspicuous location in the main entry in a frame with a glass or plastic cover. Every owner of a single-family or two-family rental dwelling must post the license issued by the city in a conspicuous location. Crystal City Code 425.17, Subd. 12 (Rev. 2012) Subd. 12. Transfer. The licensee must give notice in writing to the housing official within five business days after having legally transferred or otherwise disposed of the effective control of licensed rental dwelling. The notice must include the name and address of the person succeeding to the ownership or control of the rental dwelling or dwellings. For purposes of this subsection the term "effective control" means that control exercised over property by a business proprietor, whether as owner or lessee or by an owner or lessee of other property. Subd. 13. Occupancy register required. The owner of a licensed rental dwelling containing one or more dwelling units must keep a current register of occupancy for each dwelling unit. The register must be available for viewing or copying by the housing official at reasonable times and at the scheduled time of the annual inspection. The register must provide the following information: a) Dwelling unit address; b) Number of bedrooms in dwelling unit; c) Names of adult occupants and number of adults and children (under 18 years of age) currently occupying the dwelling units; d) Dates renters occupied and vacated dwelling units; cP) A chronological. list of complaints and requests for repair by dwelling unit occupants, which complaints and requests are related to the provisions of this section; and f) A similar chronological list of corrections made in response to requests and complaints. Subd. 14. License suspension or revocation. An operating license is subject to suspension, denial, or revocation by the council if the licensed owner fails to operate or maintain licensed rental dwellings and units therein consistent with this section and the law. If an operating license is suspended or revoked by the council in accordance with section 1005.21 through 1005.23 of the city code, it shall be unlawful for the owner to permit occupancy of a rental dwelling until a valid operating license is issued by the council. Issuance of a new license after suspension, denial or revocation shall be made in the manner set forth in this section, but only after the housing official determines that the applicant/owner has remedied the conditions identified by the city council as the basis for its action, and only after the applicant/owner has appeared before the city council to formally request approval of the license application. The license application must be accompanied by all fees required by this section. Subd. 15. License expiration or non -renewal. If a rental license expires and/or is not renewed, it shall be unlawful for the owner or owner's agent to thereafter permit the occupancy of the then vacant, or thereafter vacated, rental dwelling until such time as a valid rental license is obtained. In instances where the rental dwelling is occupied beyond the license expiration date and application for a license is subsequently submitted to the city, the application fee shall be doubled. Crystal City Code 425.17, Subd. 16 (Rev. 2012) Subd. 16. Posted to prevent occupancy. Whenever a rental dwelling is occupied without having first been issued a rental license, or any initial or renewal application for a rental license has been denied, or a rental license has been revoked, suspended, or'not renewed, the rental dwelling shall be posted by the housing official, and no person shall reside in, occupy, or cause to be occupied that rental dwelling until permitted by the housing official. No person other than the housing official shall remove or alter any posting. (Amended, Ord. 2012-04, Sec. 5) Subd. 17. Enforcement; inspection authority. The housing official administers and enforces the provisions of this subsection. The housing official may inspect upon receiving a complaint, change in ownership, or otherwise when reason exists to believe that a violation of this subsection has been or is being committed. If the city finds that the circumstances of the occupancy following the issuance of the license involve possible code violations, substandard maintenance, or abnormal wear and tear, the city may re -inspect the premises during the licensing period. The housing official may seek warrants authorizing the inspection of property. Inspections must be conducted during reasonable daylight hours. The housing official must present evidence of official authority to the occupant in charge of a licensed rental dwelling. Subd. 18. Inspection access. If an owner, occupant, or other person in charge of a rental dwelling licensed under this section fails or refuses to permit free access and entry for inspection purposes, the housing official may, upon a showing of probable cause, obtain orders from a court of competent jurisdiction for the inspection. Subd. 19. Administrative fees. An administrative fee may be charged in instances where the property owner or resident agent fail to appear for a scheduled inspection or fail to contact the city to reschedule an inspection less than twenty-four hours prior to the scheduled inspection time. (Added, Ord. 2012-04, Sec. 5) 425.19. Minimum requirements: implementation standards: policies. Subdivision 1. Minimum requirements. The minimum requirements imposed by this code include (i) those standards or requirements in effect on the date of the construction of a building subject to this code; (ii) the 2006 International Property Maintenance Code as amended; and (iii) imminent hazards including but not limited to: a) Heating systems that are unsafe due to: burned out or rusted out heat exchangers (fire box); burned out or plugged flues; not being vented; being connected with unsafe gas supplies; or being incapable of adequately heating the living space; b) Water heaters that are unsafe due to: burned out or rusted out heat exchangers (fire box); burned out, rusted out, or plugged flues; not being vented; being connected with unsafe gas supplies; or lack of temperature and pressure relief valves; Crystal City Code 425.17, Subd. 19 c) (Rev. 2012) c) Electrical systems that are unsafe due to: dangerous overloading; damaged or deteriorated equipment; improperly tapped or spliced wiring; exposed, uninsulated wires; distribution systems of extension cords or other temporary methods; ungrounded systems; ungrounded appliances in contact with earth; d) Plumbing systems that are unsanitary due to: leaking waste systems fixtures and traps; lack of a water closet; lack of washing and bathing facilities; or cross connection of pure water supply with fixtures or sewage lines; e) Structural systems, walls, chimneys, ceilings, roofs, foundations, and floor systems, that will not safely carry imposed loads; f) Refuse, garbage, human waste, decaying vermin or other dead animals, animal waste, other materials rendering it unsanitary for human occupancy, including lack of light and air; g) Infestation of rats, insects, and other vermin. Subd. 2. Implementation policies. The city council, upon recommendation of the city manager, will adopt by resolution policies and guidelines for the implementation and administration of this code. These policies and guidelines must include, but are not limited to, standards and guidelines relating to: a) Procedures for housing inspections; b) Proper disposition of information gathered in connection with housing inspections; c) Conditional occupancy of housing during periods needed for compliance; d) Methods of encouraging the correction of deficiencies by cooperation between owner and proposed and current occupants; e) Ongoing training and education for owners of rental dwellings and city housing official. S, Ar Crystal City Code pl�t 425.21 (Rev. 2012) 425.21. Conduct on licensed premises. Subdivision 1. It is the responsibility of the owner or licensee�J to prevent conduct by tenants or their guests on the licensed premises which is hereby deemed to be disorderly in violation of any of the following statutes or ordinances. (Amended, Ord. 2012-04) a) Sections 2010 (public nuisances), 605 (garbage and refuse) and 635 (litter) of this code. b) Section 645 of this code (noise control). c) Section 910 of this code (dog control, animals) and M.S. §§ 609.226 and 347.56 relating to dangerous dogs. d) Section 930 of this code (drug abuse and control) or laws relating to the possession of controlled substances, unlawful sale or possession of small amounts of marijuana, and possession or use of drug paraphernalia as defined in M.S. §§ 152.01 et sea. e) Subsection 2005.01 of this code (disorderly conduct) or laws relating to disorderly conduct as defined in M.S. §§ 609.72. f) Chapter XII of this code (sale, consumption and display of liquor and beer) or laws relating to the sale of intoxicating liquor as defined in M.S. §§ 340A.701, 340A.702 or 340A.703. g) Laws relating to prostitution or acts relating to prostitution as defined in M.S. §§ 609.321, subdivision 9 and 609.324, housing individuals engaged in prostitution. h) Sections 935 (gun control) and 945 (use of firearms) of this code or laws relating to unlawful use or possession of a firearm as defined in M.S. §§ 609.66 et seq., on the licensed premises. i) Laws relating to assault as defined in M.S. §§ 609.221, 609.222, 609.223, 609.2231, and 609.224, excluding domestic assaults. Crystal City Code 425.21, Subd. 1 j) (Rev. 2012) j) Laws relating to contributing to the need for protection or services or delinquency of a minor as defined in M.S. §§ 260C, et. seq. k) Laws relating to owning, leasing, operating, managing, maintaining or conducting a disorderly house or inviting or attempting to invite others to visit or remain in a disorderly house, all as defined in M.S. §§ 609.33. 1) M.S. § 617.23, which prohibits indecent exposure. m) M.S. § 609.595, which prohibits criminal damage of property. n) M.S. § 609.50, which prohibits interference with a police officer. o) M.S. § 609.713, which prohibits terroristic threats. p) M.S. § 609.715, which prohibits presence of unlawful assembly. q) M.S. § 609.71, which prohibits riot. r) M.S. § 609.78, which prohibits interfering with "911" phone calls. s) M.S. §§ 609.75 through 609.76, which prohibits gambling. t) M.S. § 243.166 (Predatory Offender Registration). u) M.S. § 609.229 (Crime committed for benefit of a gang). v) M.S. § 609.26, subdivision 1(8) (causing or contributing to a child being a runaway). w) M.S. § 609.903 (Racketeering). (Amended, Ord. 2012-04, Sec. 6) Subd. 2. The housing official is responsible for enforcement and administration of this section. (Amended, Ord. 2012-04, Sec. 6) Subd. 3. First notice. Upon determination by the housing official that a licensed premi a was used in a disorderly manner, as described in subdivision 1 of this section, the housing official must give notice to the licensee of the violation and direct the licensee to take steps to prevent further violations. (Amended, Ord. 2012-04, Sec. 6) � �r Crystal City Code 425.21, Subd. 4 (Rev. 2012) Subd. 4. Second notice. If another instance of disorderly use of the licensed premises occurs within the twelve-month period following an incident for which a notice in subdivision 3 of this section was given, the housing official must notify the licensee of the violation and must also require the lieensee to submit a written report of the actions taken, and proposed to be taken, by the licensee to prevent further disorderly use of the premises. This written report must be submitted to the housing official within five days of receipt of the notice of disorderly use of the premises and must detail all actions taken by the licensee in response to all notices of disorderly use of the premises within the preceding twelve months. (Amended, Ord. 2012-04, Sec. 6) Subd. 5. Third notice. If another instance of disorderly use of the licensed premises occurs within the twelve-month period after the second of any two previous instances of disorderly use for which notices were given to the licensee pursuant to this section, the rental dwelling license for the premises may be denied, revoked, suspended or not renewed. (Amended, Ord. 2012-04, Sec. 6) a) An action to deny, revoke, suspend, or not renew a license under this section must be initiated by the housing official who must give to the licensee written notice of a hearing before the city council to consider such denial, revocation, suspension or non -renewal. Such written notice must specify all violations of this section, and must state the date, time, place and purpose of the hearing. The hearing must be held no less than ten days and no more than 30 days after giving such notice. (Amended, Ord. 2012-04, Sec. 6) b) Following the hearing, the city council may deny, revoke, suspend or decline to renew the license for all or any .part or parts of the licensed premises or may grant a license upon such terms and conditions as it deems necessary to accomplish the purposes of this section. Subd. 6. Upon a decision to revoke, suspend or deny or not renew a license for violations of this section, the owner/licensee will not be eligible for any new rental licenses for a period determined by the housing official, but not to exceed one year. Any person who has had two or more licenses revoked, suspended, denied or not renewed for violations of this section will not be eligible for any new rental licenses for a period determined by the housing official, but not to exceed two years. (Amended, Ord. 2012-04, Sec. 6) Subd. 7. No adverse license action shall be imposed where the instance of disorderly use of the licensed premises occurred during the pendency of eviction proceedings (unlawful detainer) or within 30 days of notice given by the licensee to a tenant to vacate the premises where the disorderly use was related to conduct by that tenant or by other occupants or guests of the tenant's unit. Eviction proceedings are not a bar to adverse license action, however, unless they are diligently pursued by the licensee. Further, an action to deny, revoke, suspend, or not renew a license based upon violations of this section may be postponed or discontinued at any time if it appears that the licensee has taken appropriate measures which will prevent further instances of disorderly use. (Amended, Ord. 2012-04, Sec. 6) Crystal City Code 425.21, Subd. 8 (Rev. 2012) Subd. 8. A determination that the licensed premises have been used in a disorderly manner as described in section 425.2 1, subdivision 1 of this section shall be made upon a fair preponderance of the evidence to support such a determination. It is not necessary that criminal charges be brought in order to support a determination of disorderly use nor does the fact of dismissal or acquittal of such a criminal charge operate as a bar to adverse license action under this section. (Amended, Ord. 2012-04, Sec. 6) Subd. 9. All notices given by the city under this section must be personally served on the licensee, sent by certified mail to the licensee's last known address or, if neither method of service effects notice, by posting on a conspicuous place on the licensed premises. (Amended, Ord. 2012-04, Sec. 6) Subd. 10. Enforcement actions provided in this section are not exclusive, and the city council may take any action with respect to a licensee, a tenant, or the licensed premises as is authorized by the city code, state or federal law. (Amended, Ord. 2012-04, Sec. 6) 425.23. Reporting; forms; records. The Crystal community development department is responsible for the preparation of forms and certificates necessary to carry out the provisions of this code. The community development department will maintain records of rental licensing and will provide reports to the city manager upon request. 425.25. Hazardous conditions; built-in deficiencies, procedure. Subdivision 1. Procedure. If the housing official determines that there exists in a building a condition that constitutes an immediate hazard to the health and safety of its occupants, including but not limited to those identified in section 425.19, subdivision 1, the official may: a) Issue a compliance order requiring immediate compliance if the condition can reasonably be corrected; b) Proceed against the building pursuant to applicable state laws relating to hazardous or unsafe structures; or z) Recommend that the city council proceed to correct the condition by abating it as a nuisance under Minnesota Statutes, section 429.101, and this clause is to be construed as authorizing the imposition and billing of charges for the cost thereof and the assessment of unpaid charges against the property on which the building is located in the manner provided by Minnesota Statutes, section 429.101. Crystal City Code 1005.19 1005.19. Renewal of license. License renewals are issued in the same manner and subject to the same conditions as original licenses. 1005.21. Revocation; denial; suspension. A license issued or to be issued by the city may be denied, suspended or revoked by the council for any of the following causes: a) Fraud, misrepresentation, or incorrect statement contained in the application for license, or made in carrying on the licensed activity. b) Conviction of any crime, or misdemeanor pertaining to license held or applied for. C) Conducting such licensed activity in such manner as to constitute a breach of the peace, or a menace to the health, safety and welfare of the public, or a disturbance of the peace or comfort of the residents of the city, upon recommendation of the city health authorities or other appropriate city official. d Expiration or cancellation of any required bond or insurance, or failure to notify the city within a reasonable time of changes in the, terms of the insurance or the carriers. 0 Actions unauthorized or beyond the scope of the license granted. f) Violation of any regulation or provision of this code applicable to the activity for which the license has been granted, or any regulation or law of the state so applicable. g? Failure to continuously comply with all conditions required as precedent to the approval of the license. 1005.23. Hearing. A license may not be suspended or revoked until after a hearing is granted to the licensee. The hearing to be held before the city council upon due notice to the licensee stating the time and place of such hearing, together with a statement of the violation alleged to be the cause for the revocation or suspension of the license. 1005.25. Inspections. The city health authority and other appropriate city officials may enter upon the premises where any licensed activity is being conducted for the purpose of inspection at any reasonable hour. 1005.27. Garbage and refuse haulers charges; special provisions. As a condition of granting a license to provide garbage and refuse removal service to residences and commercial establishments, the city council reserves the right to establish, by resolution, the maximum rate that holders of such licenses may charge their customers, and the council may, from time to time, establish such rate maximums. The failure of a holder of a license to abide by such rate controls is grounds for the revocation of the license by the council. CwFMemorandum AL DATE: January 13, 2016 TO: Mayor and City Council FROM: Anne Norris, City Manager SUBJECT: City Council Rules —Annual Review Last year, the City Council approved a set of rules for meetings, setting agendas, etc.(attached) Section 4.1 of the rules require the City Council to annually review the rules and approve the rules with an affirmative vote of at least 5 of the councilmembers. Since this approval is to be done by the second regular meeting of the Council each year, the Council should review the rules for any changes that might be needed so the rules can be considered at the February 2 meeting. Attach: Crystal City Council Rules Final 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 Crystal City Council Rules of Procedure 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. 2.1.1 Amending Meeting Schedule The schedule of regular meetings may be amended by resolution. 2.1.2 Special Meetings Any meeting of the council that is not on the regular schedule is a special meeting of the council, and shall be called by the mayor or three councilmembers upon reasonable notice to councilmembers and such other notice as required by law, as prescribed by the City Charter (section 3.01). 2.2 Meeting Agendas The City Manager is authorized to create the agendas for regular and special council meetings. The City Manager will distribute preliminary agendas to the City Council no later than the Thursday preceding the meeting. 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). 2.2.2 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 2.2.3 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. 2.2.4 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 direct expenditure 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. SECTION 3 WORK SESSIONS 3.1 Work Session Schedules The schedule of regular work sessions is adopted at the beginning of the year in accordance with City Code Section 200 and the city Charter. The schedule for work sessions is typically as follows: 3.1.1 Standing Work Sessions There will be a standing work session immediately following each regularly scheduled council meeting. If there are insufficient agenda items to require a standing work session, it may be cancelled at the discretion of the City Manager. 3.1.2 Additional Work Sessions Additional work sessions are typically scheduled prior to a regularly scheduled council meeting, and/or on the second Thursday of the month. 3.1.3 Budget Work Sessions Budget Work Sessions are typically_scheduled to coincide with the budget process and are dedicated to discussion of formulation of the city budget. 3.1.4 Amending Meeting Schedule The schedule of work sessions may be amended by resolution at a council meeting. 3.1.5 Special Work Sessions Any work session of the council that is not on the regular schedule is a special meeting of the council, and shall be called by the mayor or three councilmembers upon reasonable notice to councilmembers and such other notice as required by law, as prescribed by the City Charter (Section 3.01). 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 standing work sessions. 3.2.2 Constituent Issues Update At its standing 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 standing work session. Discussion on each item is limited to three minutes. Upon the agreement of a minimum of two 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 three 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 two years. 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. 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 This chart is for illustrative purposes only. The number of votes required on matters identified by law requiring more than a majority vote of a quorum of the City Council will be stated on the agenda. Memorandum CITY of CRYSTAL DATE: January 14, 2016 TO: Mayor and City Council FROM: Anne Norris, City Manager SUBJECT: Task Force — Constitution Week Councilmember Parsons received a request from a resident to create a task force committed to hosting a "Constitution Week 2016." The resident has a small group of folks interested in planning and hosting a Constitution Week event this year. Below is a series of emails from the resident outlining plans for the event. From January 2016: Just wanted to keep everyone in the loop for what is happening for Constitution Week 2016. So far I have not heard any definitive answers from anyone about how they would like to proceed. I need to hear from the city that there will be a task force or what I need to do to start the task force (not just that it is a good idea) or I need to hear from people that "Yes, 1 want to do something and here is my contact information, " so I can schedule meeting times. I have contacted my contact from School District 281 and we will be meeting in February. I included the e-mail I sent back in October 2015, just as a reminder of why I'm starting things this early. Also my idea for the Theme for 2016 is. -Arguments against the Constitution- (1)Do we see any from the time of the founding that have come true or (2)Which ones from the time of the founding are still going on today or (3)How do today's arguments against the Constitution compare with those at the time of its founding? (I haven't picked one yet) I am happy to discuss other topics as well. I just want to get the ball started, so that no one is rushing to do things and everything is a lot better planned out and publicized as much as possible. From October 2015: I'm looking to start a Constitution Week Task force for 2016. 1 want to do it through a task force rather than a commission so that no one has to spend 3 years on a commission, working on a bunch of different things all because they just want to be part of this one event. I spoke with Olga Parsons (Crystal section 2 rep) and Pat Frigerio (Robbinsdale Area Schools Community Education Youth and Development & Adventure Club Program Assistant) and they are both on board for doing another Constitution Week event in 2016 and creating a task force to run it. I know that the event itself is still months away, but the biggest complaint I have heard with every event I've been involved with is that it does not have enough publicity. That means we have to start recruiting now, so that we have people and can start publicity planning in early 2016. The deadline for getting into the summer 2016 "The Crystal Connection" is March 2016. 1 assume that the deadline for school program publications and anything other publications we want to be in are going to be similar. We want to be in the summer publications, and perhaps the falls ones too, because the event starts in the beginning of September and that's normally when the fall books come out. We want people to already have Constitution week on their minds, so that they are already planning to attend the event before the fall issues come out and haven't already planned to do something else. Then if the event is in fall issues, it reinforces promotion for the event. So anything you guys can do to start recruiting efforts for people, including yourselves, that may want to participate in this, that would be great. At recent work sessions, the Council discussed having the Human Rights Commission continue its work on Constitution Week. The Council should discuss how to respond to the resident. Zm Open Issues (JIRA) Displaying 3 issues at 01/14/16 5:04 PM. Issue Type Key Summary Assignee Reporter Status Created Updated Issue CRCI-47 29XX Edgewood - Police call - rental property Anne Norris Anne Norris New Issue 1/14/2016 17:03 1/14/2016 17:04 Issue CRCI-42 60XX Rockford Road Anne Norris Anne Norris In Progress 9/10/2015 21:51 1/14/2016 16:56 Issue CRCI-33 ADA Accessibility of Council meetings Anne Norris Anne Norris In Progress 7/1/2015 15:21 1/14/2016 16:55 Generated at Thu Jan 14 17:04:43 CST 2016 by Anne Norris using JIRA 7.1.0-OD-04-012#71001-shat:dd0493d72352e1a51e29faeaa551e16c27e40a01. 1of1 2-015 Crystal Cb' - Communications r Strategy Strategic PI`an Mission Statement: ; The Crystal City Government strives to improve and promote the quality of life for all Crystal citizens and provide municipal services in a I Strategic Plan Target Audiences: Residents Businesses I — First Responders Schools C -I Strategic Plan Tactics and Tools: The City of Crystal uses a variety ?aS PSVT' of tools and tactics to reach its�;— audiences and accomplish its r- communications goals. wrly�i Str-Ote is Plan Core Strategy No. 1: Websites, + Social Media, Webstreaming and ' other Online Activities. EvAlk.. Core Strategy No. 2: PoI Media Relations, Public Relations, Advertising and Marketing. 763-531-1000 �- 2 C71 'Stra-teoc'Plan Core Strategy No. 3: Newsletters, Publications V77 and M� Photography C MU NICIPAL CENTER _—POLICE C2y 'Stra't e'-gi'c , Plan Core Strategy No. 4: NWCT Cable Channel 12 and 16, TV Programming and Production and Cable Bulletins a W -A G"Strategic an Goals and Objectives: Final Points These goals and objectives are not prioritized. The plan and presentation are designed to elicit feedback from the council and gamer buy -in from staff. - Once accomplished, many goals and objectives naturally lead to new goals or objectives. - Some goals and objectives are ongoing and never removed from the strategy. - The nian does not detail the dav-to-dav activities of th 9 Questions C�7 and faU.. Answers P Law, -AML14� wo� r_ -