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CHM 03/26/2007 - 29967CITY OF FRIDLEY CHARTER COMMISSION MEETING March 26, 2007 CALL TO ORDER: Vice Chairperson Borman called the Charter Commission meeting to order at 7:04 p.m. ROLL CALL: Members Present: Peter Borman, Gary Braam, Carol Hoiby, Bill Holm, Nancy Jorgenson (7:05), Ted Kranz, Kathleen Linder, Leslie Plummer, Pam Reynolds, Noel Ryan, Lois Scholzen Members Absent: Don Findell, Craig Gordon, Mary Kirkwood, and Cindy Soule Others Present: Deb Skogen, City Clerk/Staff Liaison 1. APPROVAL OF AGENDA: Commissioner Braam MOVED and Commissioner Borman seconded a motion to approve the agenda. UPON A VOICE VOTE, ALL VOTING AYE, CHAIRPERSON JORGENSON DECLARED THE MOTION CARRIED UNANIMOUSLY. 2. APPROVAL OF February 26, 2007, CHARTER COMMISSION MINUTES: Commissioner Braam MOVED and Commissioner Reynolds seconded a motion to approve the February 26, 2007, Charter Commission Minutes. UPON A VOICE VOTE, ALL VOTING AYE, CHAIRPERSON JORGENSON DECLARED THE MOTION CARRIED UNANIMOUSLY. 3. INISTRATIVE MATTERS A. Nominating Committee Report Commissioner Borman reported the Charter Commission Nominating Committee had met after the last meeting and provided a report which was mailed with the agenda. The Committee would like to recommend the following individuals to serve for 2007 -08: Peter Borman as Chair, Cindy Soule as Vice Chair, and Carol Hoiby as Secretary. Commissioner Reynolds MOVED and Commissioner Braam seconded a motion accepting the Nominating Committee's report. The election of officers will be held at the April meeting, at which time nominations from the floor can be made. 4 DISCUSSION OF CHAPTER 3 Chairperson Jorgenson said most conference meetings are scheduled at the same as the City Council meetings and suggested putting language in the Charter requiring that it be done at the same time due to the usage of the meeting rooms and to keep the public aware of when the meetings would be. There was some discussion about Approved 4/23/07 CHARTER COMMISSION MEETING OF MARCH 26, 2007 PAGE 2 whether or not the council could then call a conference meeting if it wasn't scheduled. Chairperson Jorgenson felt it would still give them flexibility. Commissioner Holm wondered if minutes were taken at the conference meetings. Chairperson Jorgenson said that minutes were not recorded at the conference meetings as there were no official actions taken; but at special meetings there were. It was then suggested amending Section 3.01.3 to read as follows: From time to time the Council may hold conference meetings at which matters are discussed but no formal action is taken. Most conference meetings should be scheduled at the same time as the city council meetings by resolution. Commissioner Kranz asked if the meetings were attended by the public. Chairperson Jorgenson said some of the meetings are, mostly during the meetings about the budget. But the meeting agenda and materials are not posted on the web like the council meetings. Under Section 3.02 Chairperson Jorgenson also suggested changing the word choose to approve pertaining to secretary of the council because the council does not usually select the secretary, they usually approve the secretary. The item was discussed and the Commissioners agreed with the change. There was a discussion about codification of ordinances under Section 3.10. Ms. Skogen suggested amending the language showing that codification is done after each ordinance is adopted and it becomes public. The last codification was done in 2000 when the City Attorney completed the review and put it into electronic format. Ms. Skogen said after every meeting, the electronic copy is re- codified (updated) after each ordinance is adopted. In the past the attorney looked at ordinances that had been adopted along with the code and put sections together and renumbered portions of the code. The Commission discussed the codification and thought the code only requires a minimum of 5 years so it could remain the same. Commissioner Holm said the ordinances only have to be codified as the council deems necessary. Commissioner Hoiby wondered if the procedures would remain the same if the city clerk left. Ms. Skogen said if procedures were written down and made part of the job description, the codification after each ordinance would remain the same. The Commission asked the definition of codification and Ms. Skogen said she would bring a definition to the neat meeting. 5 DISCUSSION OF CHAPTER 4 Commissioner Reynolds asked if Sections 4.05 had changed regarding the judges. Ms. Skogen said a minimum of three election judges is required by state law in each precinct. She recommended removing the words "of each voting precinct" and "of the same precinct" because some election judges do not serve in their own precincts and at times head judges serve out of their precinct as well. She said there are currently two head judges that live in Columbia Heights now, but want to continue to serve in Fridley. These changes would allow them to continue to work in the City of Fridley at the precincts they have worked at for eight years. The commission suggested reviewing the $10 filing fee with other cities to see what they charge A definition in Section 4.07 of the word "purports" was asked for. Under Section 4.08 the Commission asked Ms. Skogen to check the state statute to make sure it was current. 6. DISCUSSION OF FUTURE ITEMS Approved 4/23/07 CHARTER COMMISSION MEETING OF MARCH 26, 2007 Election of Officers, Discussion of Chapters 2, 3 and 4. 7. ADJOURNMENT Commissioner Braam MOVED and Commissioner Borman seconded a motion to adjourn the meeting. PAGE 3 UPON A VOICE VOTE, ALL VOTING AYE, CHAIRPERSON JORGENSON DECLARED THE MOTION CARRIED AND THE MEETING WAS ADJOURNED AT 8:15 P.M. Respectfully submitted, Debra A. Skogen, City Clerk/Staff Liaison Cindy Soule, Secretary Approved 4/23/07