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02-07-2022 CHARTER COMMISSION February 07, 2022 7:00 PM Fridley Civic Campus, 7071 University Ave N.E. AGENDA Pursuant to Minnesota Statute § 13.02 theFebruary 7, 2022meeting of the Fridley Charter Commission will be a hybrid meeting. Chair Rick Nelson will be participating remotely from 7591 West Battaglia Drive, Lot B-14, Casa Grande, AZ 85193. Commissioner Kelli Brillhart will be participating remotely from 830 W. Moore Lake Drive, Fridley, MN 55432. Commissioner Don Findell will be participating remotely from 1400 Zillock Road, Lot L29, San Benito, TX 78586. In Person:Fridley City Hall, 7071 University Avenue, NE, Fridley, MN 55432. Virtual:https://us06web.zoom.us/j/85897896562or call312-626-6799, webinar ID:858-9789-6562. Call to Order Roll Call Approval of Agenda Approval of Meeting Minutes 1.Approval of January 10, 2022 Charter Commission Meeting Minutes Administrative Matters 2.Resignation of Commissioner Rathke 3.2022 Nominating Committee Report Old Business 4.Mission Statement and Strategic Values New Business Future Meeting Topics/Communications Adjournment 2 Jufn!2/ AGENDA REPORT Meeting Date:February 7, 2022 Meeting Type: Charter Commission Submitted By:Melissa Moore, City Clerk Title Approval of January 10, 2022Charter Commission Meeting Minutes Background Attached are the meeting minutes from January 10, 2022 The Fridley City Charter (Charter) establishes the authority of the City Manager to control the administrative affairs of the City of Fridley (City). To establish a consistent format and style for public meeting minutes, the City Manager directed staff to draft a policy to standardize meeting minutes for the Fridley City Council and advisory commissions. The Public Meeting Minutes Policy and Style Guide (Guide) establishes a standard format for all public meeting minutes of the City. The Guide provides that all public meeting minutes will be in summary format, which includes a synopsis of the key discussion points, along with the final disposition of the item. To ensure a complete and verbatim recordof any proceedings remains available to the City and public, the Guide further directs that the City will retain video recordings of certain public meetings(all Council and advisory commission meetings, and others the City Manager may direct)for at least 20 years. Recommendation Staff recommend the approval of the January 10, 2022Charter Commission Meeting Minutes. Attachments and Other Resources January 10, 2022 Charter Commission Meeting Minutes Exhibit A: Resolution No. 2021-95 Exhibit B: City of Fridley Public Meetings Minutes Policy and Style Guide Vision Statement We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses. 3 Jufn!2/ CHARTER COMMISSION January 10, 2022 7:00 PM Fridley Civic Campus, 7071 University Ave N.E. MINUTES Call to Order Chair RickNelson called the meeting to order at 7:02 p.m. Roll Call Present: Ted Kranz, Gary Braam, Pam Reynolds, Val Rolstad, Bruce Nelson, Nikki Karnopp, Avonna Starck, Donald Findell, Oluwaysei Olawore, Kelli Brillhart, Rick Nelson, Cynthia Soule Absent: Manuel Granroos, Courtney Rathke Others Present: David Ostwald, Councilmember-at-Large, Melissa Moore, City Clerk, Scott Brinkhaus, Justin Dritz, Gregory Gardner, Ibsen Maldonado, Alesia Thompson Approval of Agenda MOTION by Commissioner Braam, approving the meeting agenda. Seconded by Commissioner Rolstad. UPON A ROLL CALLVOTE, ALL VOTING AYE, CHAIRNELSON DECLARED THE MOTION CARRIED. Approval of Meeting Minutes 1.Approval of November 1, 2021 Charter Commission Meeting Minutes MOTION by Commissioner Starck, approving the meeting minutes. Seconded by Commissioner Kranz. Due to technical difficulties Vice Chair Nelson facilitated the remainder of the meeting. UPON A ROLL CALLVOTE, KRANZ, BRAAM, ROLSTAD, BRUCE NELSON, KARNOPP, STARCK, OLAWORE, BRILLHART, AND SOULEVOTING AYE, REYNOLDS VOTING NAY, AND RICKNELSON ABSTAINING, VICE CHAIRNELSON DECLARED THE MOTION CARRIED. Administrative Matters 2.2022 Nominating Committee 4 Jufn!2/ Charter Commission 01/10/2022 Minutes Page 2 Vice Chair Nelson asked for volunteers to serve on the 2022 Nominating Committee. Commissioners Rolstad, Reynolds and Starck volunteered. The group agreed to meet after nominations. 3. New Member Interviews Melissa Moore welcomed the five candidates present to interview with the Commission for the seat vacated by Commissioner Reiland in 2021. Vice Chair Nelson facilitated a discussion with each of the candidates, who in turn asked questions of the Commission. Upon completion of the interview the candidates were welcomed to stay at the public meeting or leave while the Commission discussed who they would recommend for appointment. MOTION by Commissioner Reynolds to nominate Ibsen Maldonado for appointment to the Fridley Charter Commission. Seconded by Commissioner Rolstad. UPON A ROLL CALL VOTE, BRILLHART, KARNOPP, BRUCE NELSON, RICK NELSON, OLAWORE, REYNOLDS, ROLSTAD, SOULE AND STARCK VOTING AYE, BRAAM AND KRANZ VOTING NAY, VICE CHAIR NELSON DECLARED THE MOTION CARRIED. Commission Starck asked the Commission how they felt about creating a list to rank the candidates in the event there is another opening in the near future. MOTION by Commissioner Starck to designate Greg Gardner as candidate #2. Seconded by Braam. UPON A ROLL CALL VOTE, BRAAM, BRILLHART, KRANZ, BRUCE NELSON, RICK NELSON, OLAWORE, REYNOLDS, ROLSTAD, SOULE AND STARCK VOTING AYE, KARNOPP VOTING NAY, VICE CHAIR NELSON DECLARED THE MOTION CARRIED. MOTION by Commissioner Starck to designate Alesia Thompson as candidate #3. Seconded by Commissioner Braam. UPON A ROLL CALL VOTE, BRAAM, KARNOPP, KRANZ, BRUCE NELSON, RICK NELSON, OLAWORE, ROLSTAD, SOULE AND STARCK VOTING AYE, BRILLHART AND REYNOLDS VOTING NAY, VICE CHAIR NELSON DECLARED THE MOTION CARRIED. Old Business 4. Mission Statement and Strategic Values MOTION by Commissioner Kranz to table the item to the February 7, 2022 meeting. Seconded by Commissioner Rolstad. 5 Jufn!2/ Charter Commission 01/10/2022 Minutes Page 3 UPON A ROLL CALL VOTE, ALL VOTING AYE, VICE CHAIR NELSON DECLARED THE MOTION CARRIED. Adjournment MOTION by Commissioner Kranz, to adjourn. Seconded by Commissioner Rolstad. UPON A ROLL CALL VOTE, ALL VOTING AYE, VICE CHAIR NELSON DECLARED THE MOTION CARRIED. The meeting adjourned at 8:31 p.m. 6 Jufn!2/ 7 Jufn!2/ PUBLIC MEETINGS MINUTES POLICY AND STYLE GUIDE Introduction The purposeof thisPublic MeetingsMinutes Policy and Style Guide (Guide) is to establish and maintain a consistent style of writing for meeting minutes. This Guide will help staff establish a consistent and standardized style to provide uniformityand clarity for all legislative bodies of the City of Fridley (City). Meeting minutesfor the City Council (Council) and advisory commissions are required pursuant to Minnesota Statute § 15.17, subdivision 1 to provide a permanent, legal record of what actions occurred ata meeting and facilitate the identification and tracking of such actions. The City shall retain Council and advisory commission minutes on a permanent basis pursuant to the Minnesota Government Data Practices Act. Format and Structure City minutes are a permanentrecord of actionstaken at a meeting, not a record of each statement that was made by those attending.The goal of minutes is to serve as a clear record of actions taken by the City Council or advisory commissions. They are not to be a transcription of dialogue. Agenda Management System City agendas are built using an agenda management system that allows staff to collaborate on items that go before the Council or advisory commissions. Such a system will generate atemplate using each agenda,toensures all meeting minute documents are uniform in layout and formatting. Summary Minutes All minutes for the Council and advisory commissions shall be summary minutes. Summary minutes include a summarizationof the key points of discussionand must alwaysinclude: name of who made and seconded a motion; vital components of discussion among thebody, or attendees; the final disposition of the item (passed, failed, or continued); and results of a voice call vote orroll call vote if the meeting was hybrid/virtual. Summary minutes should not include: a motion that died from lack of a second; withdrawn motions; personal opinions, or verbatim recording of dialogue; detailed public input; or bias, prejudice or opinion of the Recording Secretary. 8 Jufn!2/ PUBLIC MEETINGSMINUTES POLICY AND STYLE GUIDE Closed Meetings, Conference Meetings and Special Meetings Conference Meetings are meetings of the Council pre-established to discuss certain topics. They are open to the public and require minutes to be prepared and filed. Special Meetings of the Council may be held throughout the year and require a three-day notice period. They are open to the public and require minutes to be prepared and filed. Closed meetings of the Council require a three-day notice period andrequire minutes to be prepared and filed. The minutes of closed meetings of the Council shall only reflect the date, time,and location of the meeting, those who were in attendance, the topic of discussion and the time of adjournment. Style Consistency Minutes for all City meetings shall follow preferences of The Associated Press (AP) Stylebook. A helpful reference for AP style may be found here. Layout The minutes must always include the following information: date, time, place, members present, members absent, the purpose(s) for which the meeting was held, any decisions that were made, all roll call votesand the time of adjournment. Using the minutes document fromthe City’s agenda management system, Recording Secretaries shall use that document to complete the meeting minutes, entering any decisions that were made, dialogue that is critical to the decision and a record of all votes. Font and Typography The official font for City communications is Segoe UI font, 11 point. Motions All motions with a secondmust be recorded in the minutes. The record of each motion must include the name of the person making the motion, and the name of the person making the second. Voting When a motion receives a second, the minutes shall reflect that a voice call vote occurred. A roll call vote is only required if the meeting is virtual, hybrid, or a member of the body calls for a roll call vote.If a roll call vote occurs, member names must be listed with an indication of how they voted. Figures Occasionally there may be images, graphs, tablesor other figuresthat are discussed during a meeting. These items may be inserted into the minutes document as a figureif that figure greatly 9 Jufn!2/ PUBLIC MEETINGSMINUTES POLICY AND STYLE GUIDE enhances the clarity of the conversation. The figure mustbe referenced in the minutes andclearly labeled. Signatures All minutes must document who the Recording Secretary was for each set of minutes. Council minutes shall be signed by the Mayor.Advisory commission agendas do not require signatures. Digital signatures are allowed. Retention Pursuant to the Minnesota Government Data Practices Act, meeting minutes of the Council and advisory commissions are a permanent record. All approved minutes shall be retained in the archiving software or records repository of the City. Meeting Recordings The City shall retain audio recordings of Council and advisory commission meetings for a period of 20years. If the need arises for a meeting to be transcribed, the City Clerk will hire a Recording Secretary to provide a verbatim transcription of the meeting. Supplemental Presentations and Materials Presentations given during City Council meetings on the Regular Agenda shall be retained for a period of fiveyearsand filed on the City’s website(https://fridleymn.gov/214/City-Council-and- Commissions). Recording Secretaries Section 3.02 of the Fridley City Charter directs that the Council shall appointa Secretary to prepare minutes of its proceedings. The Secretarymay contract with an external entity to perform such duties related to creating meeting minutes for the City, subject to the approval of the City Manager or their designee. Questions If you have questions about the information shared in this Guide, please contact the City Clerk. : Jufn!3/ AGENDA REPORT Meeting Date:February 7, 2022 Meeting Type: Charter Commission Submitted By:Melissa Moore, City Clerk Title Resignation of Commissioner Rathke Background On January 18, 2022Commissioner Courtney Rathkeresigned from the Fridley Charter Commission (Commission). At its January 10, 2022meeting, the Commission interviewed applicants to fill one opening on the Commission. In doing so, the Commission made formal motions to select alternate appointees if another position were to become open. The Commission designated applicant Greg Gardner as the second in line for an opening. Staff have consulted with Mr. Gardner who confirmed his willingness to be appointed. Recommendation Staff recommend the Commission accept Commissioner resignation. Staff also recommend the Commission make aformal motion to recommend Greg Gardner for appointment by the Chief Judge. Attachments and Other Resources Exhibit A: Commissioner Rathkeresignation Vision Statement We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses. 21 Jufn!3/ From:Courtney Rathke To:Moore, Melissa Subject:Resignation from Charter Committee Date:Tuesday, January 18, 2022 4:55:50 PM HiMelissa, Please accept this email as notification of my resignation from the Charter Committee, effective as soon as practicable. My work schedule and volunteer roles seem to collide far too often, and the volunteer positions are, unfortunately, on the losing side of that collision. As a result, I am dialing back my obligations to better maintain a work/life balance. If there is anything further I need to do, or communications I should send, please let me know asap. Thank you for everything. The City of Fridley is fortunate to have you! Take care, Courtney Rathke courtney.rathke@gmail.com 763-360-2817 22 Jufn!4/ AGENDA REPORT Meeting Date:February 7, 2022 Meeting Type: Charter Commission Submitted By:Melissa Moore, City Clerk Title 2022Nominating Committee Report Background Pursuant to Section VI of the Charter Commission Bylaws, Vice Chair Nelson appointed three or more members to the 2022 Nominating Committee (Committee). The Committee consisted of Commissioners Starck, Rolstad and Reynolds. The Committee met on January 10, 2022 following the Charter Commission meeting. The Nominating Committee offered the following nominations to serve as the 2022-2023 Charter Commission Officers: Chair:Bruce Nelson Vice Chair:Pam Reynolds and Avonna Starck Secretary: OluwayseiOlawore Pursuant to Section V of the Bylaws, nominations may be made from the floor. If two or more Commissioners wish to serve in a particular office, the Commission will hold a contested election at its March meeting. Recommendation Staff recommenda motion accepting the 2022Nominating Committee Report. Attachments and Other Resources Vision Statement We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses. 23 Jufn!5/ AGENDA REPORT Meeting Date:February 7, 2022 Meeting Type:Charter Commission Submitted By:Melissa Moore, City Clerk Title MissionStatementand Strategic Values Background In 2015 the City Council (Council) programs, and projects of the City: We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses.The Council also established three primary organizational values to guide the behaviors and culture of the organization. In all things, the City shall be: Friendly, Responsive and Driven. Tatement into the Fridley Charter through the work it performs. On March 1 and May 3, 2021 theCommission agreed to conduct work planning sessions to evaluate and plan the direction ofits work and create a strategic direction. Chair Nelson asked staff toprepare this Agenda Report as an introduction to a potential strategic planning exercise. To begin, the Commissionwillexplore how each member sees the role, direction, and goals of the Commission. Staff will facilitateaStrength, Opportunities, Aspirations and Results(SOAR) Activity for the group. The Commission will be asked to consider: Strengths: What are we most proud of? What makes the Charter Commission unique? What do we excel at? How do we use our strengths to get results? What are our greatest accomplishments? Opportunities: What can we build on? How can we best meet the needs of those we serve? What changes and trends should we consider for our work?What partnerships would lead to greater success? Aspirations:What do we care deeply about? What are some initiatives that would support our aspirations?What do our future meetings look like? How can we positively impact our community? Results: How do we know we are succeeding? What resources are needed to implement our opportunities and aspirations? How do we choose what we work on next? How do we translate our goals into tangible outcomes? Vision Statement We believe Fridley will bea safe, vibrant, friendly and stable home for families and businesses. 24 Jufn!5/ After a review of responses for each area, the group will work to find consensus and common themes from the exercise. Those themes will serve as the beginning work in creating a Mission Statement (Mission) and several strategic values. At subsequent meetings, the Commission will reflect on and consider the results from its SOAR Activity and work to craft a Mission and strategic values. Both documents will: !Provides clarity on the ; !Assist the Commission, and staff, in prioritizing specific goals and issues affecting the group; !Support the continued transformation of working dynamics and culture; !Serve as an aspirational guide for the Commission; and !Steer productive meetings for the group. Recommendation None. Attachments and Other Resources Vision Statement We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses. 25