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2-3-2025 Charter Commission Meeting February 03, 2025 7:00 PM Fridley Civic Campus, 7071 University Ave N.E. Agenda Call to Order Roll Call Approval of Agenda Approval of Meeting Minutes 1.Approval of January 13, 2025 Charter Commission Meeting Minutes Administrative Matters 2.2025 Nominating Committee Report 3.Updated Member List Old Business 4.Chapters 5 Review New Business 5.Commission Onboarding Manual Future Meeting Topics/Communications 6.Future Meeting Topics Adjournment Accessibility Notice: If you need free interpretation or translation assistance, please contact City staff. Si necesita ayuda de interpretación o traducción gratis, comuníquese con elpersonal de la ciudad. Yog tias koj xav tau kev pab txhais lus los sis txhais ntaub ntawv dawb, ces thov tiv tauj rau Lub Nroog cov neeg ua hauj lwm. Haddii aad u baahan tahay tarjumaad bilaash ah ama kaalmo tarjumaad, fadlan la xiriir shaqaalaha Magaalada. Upon request, accommodation will be provided to allow individuals with disabilities to participate in any City of Fridley services, programsor activities. Hearing impaired persons who need an interpreter or other persons who require auxiliary aids should contact CityClerk@FridleyMN.govor (763) 572-3450. 1 Item 1. AGENDA REPORT Meeting Date:February 3, 2025 Meeting Type: Charter Commission Submitted By:Beth Kondrick, Deputy City Clerk Title Approval ofJanuary 13, 2025Charter Commission Meeting Minutes Background Attached are the minutes fromJanuary 13, 2025for the CommissionÔs consideration. Recommendation Staff recommend the approval of theJanuary 13, 2025 Charter Commission Meeting Minutes. Attachments and Other Resources January 13, 2025Charter Commission Meeting Minutes Vision Statement We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses. 2 Item 1. Charter CommissionMeeting January 13, 2025 7:00 PM Fridley City Hall, 7071 University Avenue NE Minutes Call to Order Chair Nelson called the Charter Commission meeting to order at 7:00p.m. Present Mohammed Barre Donald Findell Greg Gardner Clifford Johnson Nikki Karnopp Steve Kisner Dave Linton Audrey Nelson Rick Nelsonvia Zoom Valerie Rolstad Doug Schmitz Kathy Smith Absent Ted Kranz Pam Reynolds Others Present Brad Bremener, Charter Commission Applicant Sara Schreiner, Charter Commission Applicant Dave Ostwald, Mayor Melissa Moore, Assistant City Manager Beth Kondrick, Deputy City Clerk Approval of Agenda Motion to approve the agenda by Commissioner Karnopp,seconded by CommissionerRolstad. Upon a rollcallvote, all voting aye, Chair Nelson declared the motion carried unanimously. Approval of Meeting Minutes 1.Approval ofOctober 7, 2024, Charter Commission Meeting Minutes 3 Item 1. Charter Commission 01-13-2025 Minutes Page 2 Motion to approve the October 7, 2024 Meeting Minutes with one correction to add attendance of Commissioner Kisner by Commissioner Gardner. Seconded by Commissioner Rolstad. Upon a roll call vote, all voting aye, Chair Nelson declared the motion carried unanimously. Administrative Matters 2. Commissioner Interviews of Sara Schreiner and Brad Bremener Commissioners interviewed candidates Sara Schreiner and Brad Bremener. Motion to recommend Brad Bremener for the open seat by Commissioner Gardner. Seconded by Commissioner Findell. Upon a roll call vote, with 11 Commissioners voting aye, one Commissioner abstaining and one Commissioner voting nay, Chair Nelson declared the motion carried. Old Business 3. Chapter 5 Review Motion to table Chapter 5 discussion until the next meeting by Commissioner Kisner. Seconded by Commissioner Rolstad. Upon a roll call vote, with 12 Commissioners voting aye and one commissioner voting nay, Chair Nelson declared the motion carried. 4. 2025 Nominating Committee Commissioners Karnopp, Schmitz and Smith volunteered to be the 2025 Nominating Committee. They agreed to meet briefly after the meeting and send their recommendations to staff to include on the next meeting agenda. Future Meeting Topics/Communications 6. Future Meeting Topics Continue Chapter 5 starting with section 5.05 Adjournment Motion by Commissioner Rolstad to adjourn the meeting. Seconded by Commissioner Gardner. Upon a roll call vote, all voting aye, Chair Nelson declared the motion carried unanimously. The meeting adjourned at 8:00 p.m. 4 Item 1. Charter Commission 01-13-2025 Minutes Page 3 5 Item 2. AGENDA REPORT Meeting Date:February 3, 2025 Meeting Type: Charter Commission Submitted By:Beth Kondrick, Deputy City Clerk Title 2025Nominating Committee Report Background Pursuant to Section 6of the Charter Commission Bylaws, Chair Nelson appointed three or more members to the 2025Nominating Committee (Committee). The Committee consisted of Commissioners Karnopp, Schmitzand Smith. The Committee met on January 13, 2025,following the CharterCommission meeting. The Nominating Committee offered the following nominations to serve as the 2025-2026Charter Commission Officers: Chair:Cliff Johnson Vice Chair:Rick Nelson Secretary: Mohammed Barre Pursuant to Section 5of 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 recommend a motion accepting the 2025Nominating Committee Report. Attachments and Other Resources Vision Statement We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses. 6 Item 3. AGENDA REPORT Meeting Date:February 3, 2025 Meeting Type: Charter Commission Submitted By:Beth Kondrick, Deputy City Clerk Title Updated Member List Background Attached is an updated Member List. Recommendation None. Attachments and Other Resources 2025Charter Commission Member List Vision Statement We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses. 7 Item 3. Charter Commission Membership Name/Address Ward Phone Email Appointed Term Exp. 1 (h) 612-242-1513 Junlay99@aol.com 02-06-23 02-06-27 Mohamed Barre (w) 612-348-4997 7509 Lyric Lane NE Fridley, MN 55432 Brad Bremener 3 (h) 507-402-5634 Brad.bremener@gmail.com 1-13-25 1-13-29 6831 East River Road Fridley, MN 55432 2 (h) 763-571-0467 donfinder@aol.com 06-16-97 05-11-01 Donald Findell (c) 612-867-9954 02-21-01 05-01-05 6850 Siverts Lane 05-04-05 05-01-09 Fridley, MN 55432 02-04-09 05-01-13 05-24-13 05-01-17 05-03-17 05-01-21 05-01-21 05-01-25 03-01-22 03-01-26 2 (h) 763-571-8821 gardnergregg@msn.com Gregory Gardner 5829 Hackmann Ave. N.E. Fridley, MN 55432 Clifford Johnson 2 651-214-1350 Roachcliff1@yahoo.com 01-10-24 01-10-28 1549 Berne Road NE Fridley, MN 55421 Nikki Karnopp 1 612-709-6452 nikkikarnopp@gmail.com 02-03-20 02-03-24 482 Rice Creek Terrace N.E. 02-03-24 02-03-28 Fridley, MN 55432 Steven Kisner 2 763-300-8888 spkisner@yahoo.com 01-10-23 01-10-27 5871 W. Moore Lake Drive Fridley, MN 55432 Ted Kranz 1 (h) 763-571-4387 tkranz1@comcast.net 08-11-06 04-22-10 6701 Monroe Street N.E. 03-29-10 04-22-14 Fridley, MN 55432 10-21-14 04-22-18 04-06-18 04-22-22 04-22-22 04-22-26 Dave Linton 1 (h) 763-571-7431 Dwlinton99@gmail.com 05-20-24 05-20-28 6521 Clover Place NE (c) 763-843-3415 Fridley, MN 55432 Audrey Nelson 1 763-574-1388 audmnelson@gmail.com 01-10-24 01-10-28 st 250 61 Avenue NE Fridley, MN 55432 -OVER- Updated: 08-27-2024 8 Item 3. Charter Commission Membership Rick Nelson 3 (c) 612-963-2487 rickvan16@hotmail.com 05-12-11 02-13-12 4624 2 ½ Street N.E. 02-13-12 02-21-16 Fridley, MN 55421 05-27-16 02-21-20 02-21-20 02-21-24 02-21-24 02-21-28 05-12-05 05-01-07 Pam Reynolds 2 (c) 763-222-9386 fnpam@hotmail.com 03-22-07 05-01-11 1241 Norton Avenue N.E. 04-04-11 05-01-15 Fridley, MN 55432 05-01-19 05-04-15 11-04-23 11-04-19 10-02-27 10-02-23 2 (c) 612-799-5993 valerier13@gmail.com 02-15-17 05-01-17 Valerie Rolstad 05-03-17 05-01-21 1100 Lynde Drive 05-01-21 05-01-25 Fridley, MN 55432 1 763-780-0541 schmitzdouglas@gmail.com 01-10-24 01-10-28 Douglas Schmitz 7311 Tempo Terrace NE Fridley, MN 55432 1 612-590-4721 Ksmith1883@gmail.com 05-20-24 05-20-28 Kathy Smith 7350 Melody Drive NE Fridley, MN 55432 -OVER- Updated: 08-27-2024 9 Item 4. AGENDA REPORT Meeting Date:February 3, 2025 Meeting Type: Charter Commission Submitted By:Melissa Moore,Assistant CityManager Title Chapters 5 Review Background Last yearthe Charter Commission directed staff to draftrevisions toChapter 5for the Commission to consider at this eveningÔs meeting. At the October meeting the Commission worked through and finished Section 5.04. Subsequent revisions after Section 5.04 reflect both staff and the City AttorneyÔs suggested revisions based on Statute and updated writing styles. Revisions to Chapter 5 draft Revisions to the draft directed from the Octobermeeting that are now in the draft include: Updated definition of Ñcommittee.Ò Section 5.03(9) now reflects changesdirected by the Commission. The last sentence of Section 5.04now mimics the format from Section 5.11 as directed by the Commission. Minnesota Statute Minnesota Statute § 410.12describes the process for initiating a petition to update a city charter. Staff encourage commissioners to read through the entirety of the section (attached) as a frame of reference for how State law directs a petition process. Again, this is only to petition for a charter amendment. ThresholdComparison The Commission directed staff to survey other charter cities for the threshold required to submit a petition: CityThresholdTo read more Brooklyn CenterInitiative 5%https://www.brooklyncenter Referendum 10%mn.gov/home/showpublishe Of votes cast at last state general ddocument/286/6380911286 election03030000 HopkinsInitiative 10%https://library.municode.com Referendum 15%/mn/hopkins/codes/code_of Recall 25%_ordinances?nodeId=PTICH_ CH5_INRERE Vision Statement We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses. 10 Item 4. Of the total number of votes cast at last regular municipal election Columbia Heights Initiative 10% https://cms5.revize.com/reviz Referendum 10% e/columbiaheights/documen Recall 25% t_center/Government/Updat Of the total votes cast at the last ed%20City%20Charter%20O preceding regular municipal election CT%202016.pdf Plymouth Initiative 15% https://library.municode.com Referendum 15% /mn/plymouth/codes/code_ Of the number of persons registered to of_ordinances?nodeId=CH_C vote at the last regular city election H_CH5INRE No reference to recall Crystal Initiative 5% https://library.municode.com Referendum 5% /mn/plymouth/codes/code_ Of registered voters registered in the city of_ordinances?nodeId=CH_C on the date of the preceding regular H_CH5INRE municipal election No reference to recall Anoka Initiative 10% https://www.anokaminnesota Referendum 3% .com/DocumentCenter/View/ Recall 10% 1370/CITY-CHARTER Of the total number of registered voters at the time of the last preceding regular municipal election Ham Lake Initiative 10% https://www.hamlakemn.gov Of those who were registered to vote as /sites/default/files/files/CHA of the completion of voting at the RTER%20- preceding city election %20effective%20November %2017%2C%202015.pdf Lino Lakes Initiative 5% https://codelibrary.amlegal.c Referendum 10% om/codes/linolakes/latest/lin Recall 15% olakescharter/0-0-0-190 Of the registered voters at the time of the last regular municipal election Ramsey Initiative 20% https://library.municode.com Referendum 20% /mn/ramsey/codes/code_of_ Recall 20% ordinances?nodeId=PTICH Of the total number of registered voters in the city at the time of the last city- wide election Bloomington Initiative 10% https://codelibrary.amlegal.c Referendum 15% om/codes/bloomington/late Recall 25% st/bloomington_mn/0-0-0- Of the total number of votes cast at the 43530 last preceding regular municipal election Vision Statement We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses. 11 Item 4. Minnetonka Initiative 10% https://codelibrary.amlegal.c Referendum 20% om/codes/minnetonka/latest Of the number of persons voting in the /minnetonka_mn/0-0-0- city at the last state general election 19765 No reference to recall Robbinsdale Initiative 15% https://www.robbinsdalemn. Referendum 15% com/home/showpublishedd Recall 25% ocument/14327/6383381665 Of the total number of registered voters 47500000 in the city at the time of the preceding regular municipal election Coon Rapids Initiative 15% https://library.municode.com Referendum 15% /mn/coon_rapids/codes/cod Of the votes cast at the last regular e_of_ordinances?nodeId=TIT municipal election at which the Mayor 1CHCORAMI was elected No reference to recall Blaine Initiative 10% https://library.municode.com Referendum 15% /mn/blaine/codes/code_of_o Of the total number of votes cast at the rdinances?nodeId=PTICH preceding regular municipal election Brooklyn Park Initiative 15% of the total number of https://www.brooklynpark.or votes cast at the last gubernatorial g/wp- election content/uploads/2021/06/Cit Referendum 15% of the total number of y-Charter-with-May-2022- votes cast at the last gubernatorial Update.pdf election Recall 25% of the total number of registered voters in the city Recommendation Staff recommend the Commission review the drafted revisions to Chapter 5. Attachments and Other Resources Comparison matrix prepared by Commissioner Linton Chapter 5 Staff Review M.S. § 410.12 Vision Statement We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses. 12 Item 4. 13 Item 4. Fridley City Charter Chapter 5. Initiative, Referendum and Recall Section 5.01 Definitions Circulator: a person who presents a petition to others for signature. City Charter, Charter: The City of FridleyÔs (City) local constitution. Committee: A group of at least five registered voters who sponsor a proposed initiative. Electorate: All people in the City who are entitled to vote in an election. Initiative: A proposed law or Charter amendment to be placed before the Electorate during a special or General Election. Malfeasance: An illegal act by an elected official performed in their official capacity. Nonfeasance: Neglect or refusal to perform official duties. Ordinance: City law enacted by the Fridley City Council (Council). Petitioner: a person who initiates a petition. Recall: A proposed initiative that seeks to remove any elected officer of the City. Referendum: A proposed initiative that seeks to prevent an existing law or Charter amendment from taking effect. Registered Voter: An eligible voter who complies with voting registration procedures and requirements as established by State law. Section 5.01. 5.02 Powers Reserved by the People The people of the City of Fridley reserve to themselves the power, in accordance with the provisions of this Charter, to initiate and adopt any ordinance, except an ordinance appropriating money or authorizing the levy of taxes; to require any ordinance when passed by the Council to be referred to the electorate for approval or disapproval; and to recall elected public officials. These powers shall be called the initiative, the referendum, and the recall, respectively.) In accordance with the provisions of the Charter, the people of the City reserve the power to: Initiate a petition to adopt an ordinance (except an ordinance appropriating money or authorizing the levy of taxes) to be voted on by the electorate; 14 Item 4. Require an ordinance when passed by the Council to be referred (referendum) to the electorate for approval or disapproval; and Recall any elected officer of the City. A petition for an initiative, referendum or recall may be submitted, signed and circulated upon the grounds authorized by State law and the Constitution of the State of Minnesota. Section 5.02. Expenditures by Petitioners No member of any initiative, referendum, or recall committee, no circulator of a signature paper, and no signer of any such paper, or any other person, shall accept or offer any reward, monetary or otherwise, for service rendered in connection with the circulation thereof. This shall not prevent the committee from paying for legal advice and from incurring an expense not to exceed $200 for stationery, copying, printing, and notaries' fees. A sworn statement substantiating such expenses shall be turned over to the City Clerk within five (5) days following the filing of a sufficient petition. Any violation of the provisions of this Section is a misdemeanor. Any violation of this Section shall be reported by the City Clerk to the proper authorities for prosecution under State Statutes applying thereto. Section 5.03. Initiative, Referendum and Recall Further Regulations 1. No rewards, monetary or otherwise, may be accepted by: Any person who is a member of an initiative, referendum or recall committee; Any person who circulates a petition for initiative, referendum or recall; or Any person who signs a petition for initiative, referendum or recall. 2. Committees for an initiative, referendum or recall may pay for legal advice and incur related committee expenses not to exceed $1,000. A sworn statement substantiating such expenses must be turned over to the City Clerk within five days following the filing of a sufficient petition. Any violation of the provisions of this Section is a misdemeanor. Any violation of this Section must be reported by the City Clerk to the proper authorities pursuant to State law. 1.3. A lawful petition under this Charter may be submitted, signed and circulated upon an ordinance to be initiated, or upon an ordinance to be made the subject of a referendum or on a proceeding for recall upon the grounds authorized by law and required by the Constitution of the State of Minnesota. Reasons stated infor the proposed petition, are to be stated and noted in the petition itself. A petition for any other purpose may be made in accordance with procedures established by this Charter or under provisions of State law as may be elsewhere provided. 2.4. A petition under this Charter shallfor an initiative, referendum or recall must be filed in with the office of the City Clerk as one (1) instrument, which instrument shall and contain any all required documents (appropriate to the petition), a copy of any ordinance proposed, covered or affected, and all the supporting signature papers and affidavits attached in support of the same. 15 Item 4. 3.5. A petition shall for an initiative, referendum or recall must be circulated by a registered voter of the City. A valid petition shall may only be signed by registered voters of the City. All the signatures on any petition need not be on one (1) signature paper. The circulator of the petition shall must be certified as the circulator of the petition by an attached notarized affidavit which states: (1) that the circulator has signed the petition; (2) that each signature was signed in the circulator's presence; (3) the signature is from the person who signed the petition in front of the circulator; and (4) that each signer affirmed they were a registered voter at the residence stated thereonindicated on the petition. Any signature paperpetition lacking the notarized affidavit shall beis void. If voidvoided, the signatures on that paper shall may not be used in the calculation of the signatures needed to fulfill the petition requirement. 4.6. The insufficiency or irregularity of a petition shall may not prejudice the filing of any new petition for the same purpose, nor shall it prevent the Council from referring any ordinance proposed to the electorate at the next regular or special election, or otherwise acting favorably upon the same. 5.7. The Council may provide by ordinance such any further regulations for the an initiative, referendum, and or recall not inconsistent with this Charter as it deems necessary. 6.8. The City Clerk, upon receipt of documented information that any signature on any petition paper has been falsely attested to, shall promptly forward such information to the proper authority for prosecution under State Statutes applying thereto. If the City Clerk finds that any documented information or signature on any petition for an initiative, referendum or recall has been falsely attested to, the City Clerk must promptly forward such information to the proper authorities pursuant to State law. 9. The City Clerk must provide to a committee member circulating a petition for an initiative, referendum or recall, written instructions delineating the correct and proper procedure for circulating the petition. INITIATIVE Section 5.04. Initiation of MeasuresInitiative Petition Any five (5) registered voters may form a committee for the initiation of any ordinance as provided in Section 5.03.015.02. Before circulating any petition the committee shall must file a copy of the 16 Item 4. proposed ordinance with the City Clerk along with the names and addresses of members of said committee. The committee shall must attach a verified copy of the proposed ordinance to each of the signature papers herein described, along with their names and addresses as sponsors thereofof the petition. A verified copy of the proposed ordinance shall be a copy to which the City Clerk affixes the words: "Proposed Ordinance on File. Fridley City Clerk:_____ Date:_____" A verified copy of the initiative must be a copy to which the City Clerk has affixed the words: ÑProposed Ordinance on File. Fridley City Clerk _____, Date _____.Ò Section 5.05. Form of Initiative Petition and of Signature Papers The completed petition for the adoption of any ordinance not yet in effect,shall must consist of the ordinance, together with all the signature papers and affidavits thereto attached. Such petition shall not be Petitions are not complete unless signed by at least fifteen percent (15%) of the total number of votes cast at in the last state general electionGeneral Election in the City. Each signature paper shall page must be in substantially the following form: INITIATIVE PETITION Proposing an ordinance to __________________ (stating the purpose of the ordinance), a copy of which ordinance is hereto attached. This ordinance is sponsored by the following committee of registered voters: Name (Please Print) Address (Please Print) 1. 2. 3. 4. 5. The undersigned registered voters, understanding the terms and the nature of the ordinance hereto attached, petition the Council for its adoption, or, in lieu thereof, for its submission to the electorate for their approval. Name (Please Print) Birth Year Address (Please Print) Signature At the end of each group of signatures papers shall be appendedmust be the affidavit of the circulator mentioned detailed in Section 5.03.035.03.05. Section 5.06. Filing of Initiative Petitions and Action Thereon Within ten (10) days after the filing of the completed petition, the City Clerk shall ascertain by examination will determine if the number of signatures appended theretosubmitted and whether this number is at least fifteen percent (15%) of the total number of votes cast at the last state general 17 Item 4. electionGeneral Election in the City. If the City Clerk finds the petition insufficient or irregular, the City Clerk shall must at once notify one (1) or more members of the petition committee of that fact, stating the reasons for the insufficiency or irregularity. The committee shall will then be given ten (10) business days in which to file additional signature papers and to correct the petition in all other particulars with the City Clerk. The calculation of the ten business days begins on the date the letter is postmarked. The City Clerk shall may have five (5) business days to verify the sufficiency of the additional signature papers or corrected petition. If at the end of that period the petition is found to be still insufficient or irregular, the petition shall must be filed in the City Clerk's office with the City Clerk and no further action shall will be taken. The City Clerk shall must notify one (1) or more members of the petition committee of that fact. Section 5.07. Action of the Council on Sufficient Initiative Petitions A.1. Completed Petition With Signatures Under 25% When the completed petition is found to be sufficient, withIf the number of signers of the petition is not less than fifteen percent (15%) and less than twenty-five percent (25%) between 15% and 25% of the total votes cast at in the last state general electionGeneral Election, the City Clerk shall must transmit the initiative petition to the Council at its next meeting., stating the The notification to the Council must include the number of petitioners and the percentage of the total number of registered voters which they constitute. The Council shall must at once read the ordinance and shall thereupon providecall for a public hearing upon regarding the ordinance. After holding the public hearing, the ordinance shall must be finally acted upon by the Council not no later than sixty-five (65) days after the date upon which it was submitted to the Council by the City Clerk. If the Council passes the ordinance as submitted, the ordinance shall will become effective and need not be submitted to the electorate. If the Council fails to pass the proposed ordinance, or passes it in a form different from that set forth in the petition and unsatisfactory to a majority of the petition committee, the proposed ordinance shall must be submitted by the Council to the electorate at the next regular municipal election. B.2. Completed Petition With Signatures of 25% or More When the completed petition is found to be sufficient withIf the number of signers of the petition equal equals to at least twenty-five percent (25%) or more of the total votes cast at in the last state general electionGeneral Election, the City Clerk shall must transmit the initiative petition to the Council at its next meeting., stating the The notification to the Council must include the number of petitioners and the percentage of the total number of registered voters which they constitute. The Council shall must at once read the ordinance and shall thereupon provide call for a public hearing upon regarding the ordinance. After holding the public hearing, the ordinance shall must be finally acted upon by the Council not no later than sixty-five (65) days after the date upon which it was submitted to the Council by the City Clerk. If the Council passes the ordinance as submitted, the ordinance shall will become effective and need not be submitted to the electorate. If the Council fails to pass the proposed ordinance or passes it in a form different from that set forth in the petition, the Council shall must call for an election and place the 18 Item 4. question on the ballot. If the petition is submitted by July 1st of an even year, the question shall must be placed on the next regular municipal election ballot. If the petition is submitted after July 1st of an even year or during an odd year, the Council shall may call for a special election subject to Minnesota Election LawState law. Section 5.08. Initiative Ballots The ballots used when voting upon such proposed ordinance shall must state the substance of the ordinance and shall must give the electorate the opportunity to vote either "Yes" or "No" on the question of adoption. If a majority of those voting on any such ordinance vote in favor of it, it shall thereupon will become an ordinance of the City. Any number of proposed ordinances may be voted upon at in the same election.; but the voter shall be allowed to vote for or against each separately. If there is more than one proposed ordinance on the ballot in the same election, a voter must be allowed to vote for or against each separately. In the case of inconsistency between two (2) or more initiative ordinances to be approved by the voterselectorate, the ordinances shall may not go into effect until the City Council has had sixty (60) days to resolve the inconsistencies. Section 5.09. Initiation of Charter Amendments The ways toProcedures to initiate amendments to this Charter are set forth in Minnesota StatutesState law. REFERENDUM Section 5.10. The Referendum Petitions If prior to the date when an ordinance takes effect a petition signed by at least fifteen per cent (15%) of the total votes cast at the last state general election in the City request that any such ordinance be repealed or be submitted to a vote of the electors, the ordinance shall thereby be prevented from going into operation. An ordinance will be void if prior to the effective date of the ordinance, 15% of the total votes cast at the last General Election file a petition to request it be repealed or be submitted to a vote of the electorate. Section 5.11. Form of Referendum Petitions Any five (5) registered voters may form a committee for the purpose of petitioning for a referendum as provided in Section 5.03.01. Before circulating any petition, the committee shall must file a copy of the proposed referendum petition and a copy of the ordinance proposed to be repealed with the City Clerk along with the names and addresses of members of said committee. The committee shall must attach a verified copy of the referendum and the ordinance to be repealed to each of the signature papers herein described, along with their names and addresses as sponsors thereof. A verified copy of the ordinance proposed to be repealed to the referendum shall must be a copy to which the city clerkCity Clerk has affixed the words: ÑProposed 19 Item 4. Ordinance on File. Fridley City Clerk _____, Date _____.Ò A referendum petition shall must read as follows: REFERENDUM PETITION Proposing the repeal of an ordinance to (stating the purpose of the ordinance), a copy of which ordinance is hereto attached. The proposed repeal is sponsored by the following committee of registered voters: Name (Please Print) Address (Please Print) 1. 2. 3. 4. 5. The undersigned registered voters, understanding the nature of the ordinance hereto attached and believing it to be detrimental to the welfare of the City, petition the Council for its submission to the electorate for their approval or disapproval. Name (Please Print) Birth Year Address (Please Print) Signature At the end of each group of signatures papers shall be appended the affidavit of the circulator mentioned in Section 5.03.03.Each signature page must have the affidavit of the circulator attached. Section 5.12. Filing of Referendum Petitions 1. Referendum Petition Proposing Repeal of Charter Amendment The requirements for the purposes of petitioning for a referendum repealing a charter amendment are set forth in Minnesota State Statutes. 2. Referendum Petition Proposing Repeal of an Ordinance Within ten (10) business days after the filing of the completed referendum petition, the City Clerk shall must ascertain by examination the number of signatures appended thereto and whether this the number is at least fifteen percent (15%) of the total number of votes cast at the last state general electionGeneral Election in the City. If the City Clerk finds the petition insufficient or irregular, the City Clerk shall must at once notify one (1) or more members of the petition committee of that fact, stating the reasons for the insufficiency or irregularity. The committee will have shall then be given ten (10) business days in which to file additional signature papers and to correct the petition in all other particulars with the City Clerk. The calculation of the ten business days begins on the date the letter is postmarked. If at the end of that period the petition 20 Item 4. is found to be still insufficient or irregular, the petition shall must be filed in the City ClerkÔs office, no further action shall will be taken, and the ordinance will becomebecomes effective immediately or on the date specified. The City Clerk shall must notify one (1) or more members of the petition committee of that fact. Section 5.13. Referendum Petitions,; Suspension of Effect of Ordinance When a referendum petition is filed with the City Clerk, the ordinance sought to be reconsidered shall must be suspended from taking effect. Such suspension shall may terminate when: 1. There is a final determination of insufficiency of the petition; or 2. The petitionerÔs committee withdraws the petition; or 3. The council Council repeals the ordinance; or 4. Upon seven days after canvass of election is completed when a majority of those voting on any such ordinance vote in favor of it. Section 5.14. Action of the Council on Sufficient Referendum Petitions If the referendum petition or amended referendum petition is found to be sufficient, the City Clerk shall transmit the referendum petition to the Council at the next regular Council meeting. The Council shall thereupon reconsider the ordinance and either repeal it or by aye and nay vote re-affirm its adherence to the ordinance as passed. If the Council votes to reaffirm the ordinance by August 1st of an even year, the question shall be placed on the next regular municipal election ballot. If approved after August 1st of an even year, the Council shall immediately order a special election to be held subject to Minnesota Election Law. Section 5.15. Referendum Ballots The ballots used in any referendum election shall must conform to the rules laid down in Section 5.08 of this Charter for initiative ballots. RECALL Section. 5.16. The Recall Petitions Any five (5) registered voters may form a committee for the purpose of bringing about the recall of any elected officer of the City as provided in Section 5.03.0103. Before circulating any petition, the committee shall must file with the City Clerk a copy of a statement naming the elected officer whose removal is sought, a statement of the grounds for removal in not more than two hundred fifty (250) words, and their intention to bring about the recall with their names and addresses as members of said the circulating committee. The statement of grounds for removal of the elected officer must identify malfeasance or nonfeasance of conduct in the officer's performance of official duties. Malfeasance constitutes an illegal or harmful act which an elected official should not perform in an official capacity. Nonfeasance is the neglect or refusal to perform 21 Item 4. official duties. The committee shall must also attach a verified copy of said statement to each of the signature papers herein described, together with their names and addresses as sponsors thereof. A verified copy of said statement shall must be a copy to which the city clerk shallCity Clerk must affix the following words: "Proposed Recall Statement on File. Fridley City Clerk (Attest): ______ Date:_____. Section 5.17 Form of Recall Petitions The petition for the recall ofRecall petitions for any elected official shall must consist of the statement identical with that filed with the City Clerk together with all the signature papers and affidavits thereto attached. Such petition shall may not be considered to be complete unless signed by at least twenty five percent (25%) of the total number of votes cast in the last state general election General Election in the Ward or City represented by the office holder. Each signature paper shall must be in substantially the following form: RECALL PETITION Proposing the recall of _______________________ from office as ___________________ which recall is sought for the reasons set forth in the attached statement. This movement is sponsored by the following committee of registered voters: Name Address 1. 2. 3. 4. 5. The undersigned registered voters, understanding the nature of the charges against the officer herein sought to be recalled, desire the holding of a recall election for that purpose. Name Birth Year Address Signature At the end of each group of signatures papers shall must be appended attached the affidavit of the circulator mentioned in Section 5.03.0305. Section. 5.18 Filing of Recall Petitions Within thirty (30) business days after the filing of the original proposed petition, the committee shall must file the completed petition in the Office ofwith the City Clerk. The City Clerk shall must examine the petition within the next ten (10) business days., and if If the City Clerk finds it the petition irregular, or finds that the number of signers is less than twenty-five percent (25%) of the total number of votes cast at the last state general electionGeneral Election in the Ward or City represented by the office holder, the City Clerk shall must at once notify one (1) or more members of the petition committee advising the reasons for the insufficiency or irregularity. The committee shall then be givenmay have 22 Item 4. ten (10) business days in which to file additional signature papers and to correct the petition in all other respects, but they may not change the statement of the grounds upon which the recall is sought. The calculation of the ten business days begins on the date the letter is postmarked. The City Clerk shall will have five (5) business days to verify the sufficiency of the additional signature papers or corrected petition. If at the end of that time the City Clerk finds the petition still insufficient or irregular, the City Clerk must notify at least one (1) or more of the members of the recall petition committee shall be notified to that effect and the petition shall be filed in the City Clerk's office. No further action shall may be taken thereon. Section. 5.19. Recall Election Procedure If the petition or amended petition is found sufficient, the City Clerk shall must transmit it to the Council without delay, and shall also officially notify the person sought to be recalled of the sufficiency of the petition and of the pending action. The Council shall at its next meeting, by resolution, provide for the holding of a special recall election subject to Minnesota Election Law.At its next regularly scheduled meeting, the Council must call for a special election, pursuant to State law. Section. 5.20. Procedure at Recall Election The Clerk shall include with the published notice of the election the statement of the grounds for the recall and also, in not more than five hundred (500) words, the answer of the elected officer concerned in justification of his/her conduct in office. Candidates to succeed the officer to be recalled shall be nominated in the usual way, and the election shall be conducted, as far as possible, in accordance with the usual procedure in municipal elections. The City Clerk must post notice of the election including grounds for the recall petition and response of the elected officer concerned. Candidates to succeed the officer to be recalled may be nominated in the usual way and an election must be conducted in accordance with State law. Section 5.21.5.20 Form of Recall Ballot 1. If the officer sought to be recalled resigns within ten (10) business days after the receipt by the Council of the completed recall petition, the Council shall must declare the office vacant and shall then fill the vacancy for the unexpired term in accordance with the City Charter, Section 2.06. 2. If the officer sought to be recalled does not resign within ten (10) business days after the receipt by the Council of the completed recall petition, the question to be placed on the ballot at the recall election referenced in Section 5.19 of the Charter shallmust be: "Shall __________ be recalled?", the name of the officer whose recall is sought being inserted in the blank, and those Those voting shall must be permitted to vote "Yes" or "No" upon this question. If a majority of those voting on the question of recall vote in favor of recall (a majority voting ÑYesÒ), the officer shall must be promptly removed from office. The Council shall must then fill the vacancy for the unexpired term in accordance with the City Charter, Section 2.06. If a 23 Item 4. majority of those voting on the question of recall vote against recall (a majority voting ÑNoÒ), the officer shall will continue in office with no further action required. Section 5.22. Instructions to Petitioners The City Clerk shall provide to every person circulating a petition for the initiation of an ordinance, for the initiation of Charter amendments, for a referendum, or for the recall of an elected official, written instructions delineating the correct and proper procedure for circulating the petition. The instructions provided will clearly define falsification of a signature and false attestation of a signature and will cite those ordinances, laws, or statutes relating to such acts. 24 Item 4. 1MINNESOTA STATUTES 2023410.12 410.12 AMENDMENTS. Subdivision 1.Proposals.The charter commission may propose amendments to such charter and shall do so upon the petition of voters equal in number to five percent of the total votes cast at the last previous state general election in the city. Proposed charter amendments must be submitted at least 17 weeks before the general election. Only registered voters are eligible to sign the petition. All petitions circulated with respect to a charter amendment shall be uniform in character and shall have attached thereto the text of the proposed amendment in full; except that in the case of a proposed amendment containing more than 1,000 words, a true and correct copy of the same may be filed with the city clerk, and the petition shall then contain a summary of not less than 50 nor more than 300 words setting forth in substance the nature of the proposed amendment. Such summary shall contain a statement of the objects and purposes of the amendment proposed and an outline of any proposed new scheme or frame work of government and shall be sufficient to inform the signers of the petition as to what change in government is sought to be accomplished by the amendment. The summary, together with a copy of the proposed amendment, shall first be submitted to the charter commission for its approval as to form and substance. The commission shall within ten days after such submission to it, return the same to the proposers of the amendment with such modifications in statement as it may deem necessary in order that the summary may fairly comply with the requirements above set forth. Subd. 1a.Alternative methods of charter amendment.A home rule charter may be amended only by following one of the alternative methods of amendment provided in subdivisions 1 to 7. Subd. 2.Petitions.The signatures to such petition need not all be appended to one paper, but to each separate petition there shall be attached an affidavit of the circulator thereof as provided by this section. A petition must contain each petitioner's signature in ink or indelible pencil and must indicate after the signature the place of residence by street and number, or other description sufficient to identify the place. There shall appear on each petition the names and addresses of five electors of the city, and on each paper the names and addresses of the same five electors, who, as a committee of the petitioners, shall be regarded as responsible for the circulation and filing of the petition. The affidavit attached to each petition shall be as follows: State of .........................................................) ) ss. County of .....................................................) .............. ................. being duly sworn, deposes and says that the affiant, and the affiant only, personally circulated the foregoing paper, that all the signatures appended thereto were made in the affiant's presence, and that the affiant believes them to be the genuine signatures of the persons whose names they purport to be. Signed ............................ (Signature of Circulator) Subscribed and sworn to before me this ....... day of ...... ....... Notary Public (or other officer) authorized to administer oaths Official Publication of the State of Minnesota Revisor of Statutes 25 Item 4. 410.12MINNESOTA STATUTES 20232 The foregoing affidavit shall be strictly construed and any affiant convicted of swearing falsely as regards any particular thereof shall be punishable in accordance with existing law. Subd. 3.May be assembled as one petition.All petition papers for a proposed amendment shall be assembled and filed with the charter commission as one instrument. Within ten days after such petition is transmitted to the city council, the city clerk shall determine whether each paper of the petition is properly attested and whether the petition is signed by a sufficient number of voters. The city clerk shall declare any petition paper entirely invalid which is not attested by the circulator thereof as required in this section. Upon completing an examination of the petition, the city clerk shall certify the result of the examination to the council. If the city clerk shall certify that the petition is insufficient the city clerk shall set forth in a certificate the particulars in which it is defective and shall at once notify the committee of the petitioners of the findings. A petition may be amended at any time within ten days after the making of a certificate of insufficiency by the city clerk, by filing a supplementary petition upon additional papers signed and filed as provided in case of an original petition. The city clerk shall within five days after such amendment is filed, make examination of the amended petition, and if the certificate shall show the petition still to be insufficient, the city clerk shall file it in the city clerk's office and notify the committee of the petitioners of the findings and no further action shall be had on such insufficient petition. The finding of the insufficiency of a petition shall not prejudice the filing of a new petition for the same purpose. Subd. 4.Election.Amendments shall be submitted to the qualified voters at a general or special election and published as in the case of the original charter. The form of the ballot shall be fixed by the governing body. The statement of the question on the ballot shall be sufficient to identify the amendment clearly and to distinguish the question from every other question on the ballot at the same time. If 51 percent of the votes cast on any amendment are in favor of its adoption, copies of the amendment and certificates shall be filed, as in the case of the original charter and the amendment shall take effect in 30 days from the date of the election or at such other time as is fixed in the amendment. Subd. 5.Amendments proposed by council.The council of any city having a home rule charter may propose charter amendments to the voters by ordinance. Any ordinance proposing such an amendment shall be submitted to the charter commission. Within 60 days thereafter, the charter commission shall review the proposed amendment but before the expiration of such period the commission may extend the time for review for an additional 90 days by filing with the city clerk its resolution determining that an additional time for review is needed. After reviewing the proposed amendment, the charter commission shall approve or reject the proposed amendment or suggest a substitute amendment. The commission shall promptly notify the council of the action taken. On notification of the charter commission's action, the council may submit to the people, in the same manner as provided in subdivision 4, the amendment originally proposed by it or the substitute amendment proposed by the charter commission. The amendment shall become effective only when approved by the voters as provided in subdivision 4. If so approved it shall be filed in the same manner as other amendments. Nothing in this subdivision precludes the charter commission from proposing charter amendments in the manner provided by subdivision 1. Subd. 6.Amendments, cities of the fourth class.The council of a city of the fourth class having a home rule charter may propose charter amendments by ordinance without submission to the charter commission. Such ordinance, if enacted, shall be adopted by at least a four-fifths vote of all its members after a public hearing upon two weeks' published notice containing the text of the proposed amendment and shall be approved by the mayor and published as in the case of other ordinances. The council shall submit the proposed amendment to the people in the manner provided in subdivision 4, but not sooner than three months after the passage of the ordinance. The amendment becomes effective only when approved by the voters as provided in subdivision 4. If so approved, it shall be filed in the same manner as other amendments. Official Publication of the State of Minnesota Revisor of Statutes 26 Item 4. 3MINNESOTA STATUTES 2023410.12 Subd. 7.Amendment by ordinance.Upon recommendation of the charter commission the city council may enact a charter amendment by ordinance. Within one month of receiving a recommendation to amend the charter by ordinance, the city must publish notice of a public hearing on the proposal and the notice must contain the text of the proposed amendment. The city council must hold the public hearing on the proposed charter amendment at least two weeks but not more than one month after the notice is published. Within one month of the public hearing, the city council must vote on the proposed charter amendment ordinance. The ordinance is enacted if it receives an affirmative vote of all members of the city council and is approved by the mayor and published as in the case of other ordinances. An ordinance amending a city charter shall not become effective until 90 days after passage and publication or at such later date as is fixed in the ordinance. Within 60 days after passage and publication of such an ordinance, a petition requesting a referendum on the ordinance may be filed with the city clerk. The petition must be signed by registered voters equal in number to at least five percent of the registered voters in the city or 2,000, whichever is less. If the requisite petition is filed within the prescribed period, the ordinance shall not become effective until it is approved by the voters as in the case of charter amendments submitted by the charter commission, the council, or by petition of the voters, except that the council may submit the ordinance at any general or special election held at least 60 days after submission of the petition, or it may reconsider its action in adopting the ordinance. As far as practicable the requirements of subdivisions 1 to 3 apply to petitions submitted under this section, to an ordinance amending a charter, and to the filing of such ordinance when approved by the voters. History: (1286) RL s 756; 1907 c 199 s 1; 1911 c 343 s 1; 1939 c 292 s 1; 1943 c 227 s 1; 1949 c 122 s 1; 1959 c 305 s 3,4; 1961 c 608 s 5,6; 1969 c 1027 s 3; 1973 c 503 s 1-4; 1986 c 444; 1998 c 254 art 1 s 107; 1999 c 132 s 42; 2005 c 93 s 1; 2008 c 331 s 7; 2010 c 184 s 43 Official Publication of the State of Minnesota Revisor of Statutes 27 Item 5. AGENDA REPORT Meeting Date:February 3, 2025 Meeting Type: Charter Commission Submitted By:Melissa Moore,Assistant CityManager Title Commission Onboarding Manual Background I am pleased to present the new Commission Onboarding Manual (Manual) for your review and consideration. This comprehensive document has been carefully developed to strengthen the effectiveness of advisorycommissions and ensure consistent governance practices across all of Fridley's advisory bodies.Given the unique and vital role of the Charter Commission,having clear guidelines and expectations for commission operations is essential for maintaining the high standards residents expect and deserve.The Manual was developed to create a standardized ÑonboardingÒ experience for all advisory commissioners. What does the Manual do? The Manual addresses fivecritical needs: 1.Standardized Onboarding-The Manual provides a structured approach to orienting new commissioners, ensuring they understand their roles, responsibilities and the legal framework within which they operate. This standardization helps new members become effective contributors more quickly and reduces the learning curve that can sometimes impede commission work. 2.Legal Compliance-As detailed in the Manual, commissioners must navigate various legal requirements, including the Open Meeting Law, data practices regulations and conflict of interest provisions.The Manual clearly outlines these obligations and provides practical guidance for ensuring compliance, helping protect both individual commissioners and the City. 3.Operational Clarity-The Manual clearly delineates the relationships between commissions, the City Council and staff liaisons. This clarity is particularly important for the Charter Commission, given its unique statutory authority and its role in recommending fundamental changes totheCity's governing document. 4.Professional Development-By establishing clear expectations for commissioner conduct, meeting procedures, and ethical considerations, the Manual supports the ongoing professional development of commission members and helps maintain high standards of public service. Vision Statement We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses. 28 Item 5. 5. Risk Management - Clear written policies and procedures help reduce legal and operational risks by ensuring consistent practices and providing clear guidance for handling various situations that may arise during commission service. How does it relate to the CommissionÔs Bylaws? This Manual represents best practices in municipal governance and has been tailored to Fridley's specific needs and structure. It is different than the CommissionÔs Bylaws, which are very specific operational rules for the Commission-specific procedures. The Manual more broadly frames the work of advisory commissions to the overall organization, of which the Charter Commission is a part of. Acknowledgment The Manual does include an acknowledgement form. The City Council is requiring this to be signed by members of all advisory commissions it has authority over. The Charter Commission, while not appointed by the Council, has an opportunity to support and opt in to these best practices in municipal governance and to align with the CityÔs other advisory commissions. The work of the Charter Commission can fundamentally affect how the City operates. This Manual provides the framework needed to ensure that work is conducted effectively, transparently and in accordance with all applicable laws and regulations. Recommendation Staff recommend the Charter Commission review the Manual and formally adopt it into its Bylaws at the March meeting. Attachments and Other Resources Commission Onboarding Manual Vision Statement We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses. 29 Item 5. Commission Onboarding Manual 30 Item 5. CommissionOnboardingManual Welcome, On behalf of the City of Fridley, I would like to extend my gratitude for your willingness to serve our community as a member of one of our commissions. Your dedication to volunteering your time, expertise, and passion is truly commendable and essential tothe growth and development of our City. Our mission remains clear: "We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses." This vision guides everything we do, and your role as a commission member is crucial in helping us achieve this goal.Whether you're serving on the Planning Commission, Parks and Recreation Commission, Environmental Quality and Energy Commission, Charter Commission, Public Arts Commission or the Housing & Redevelopment Authority, your unique perspectives and experiences will contribute significantly to shaping the future of Fridley. This handbook is designed to provide you with valuable information about the operation of our local government, the roles and responsibilities of commission members, and the general operating policies that will guide your service. It serves as a resource to support you in your efforts to fulfill the City's mission. Once again, thank you for stepping forward to serve our great City. I am confident that you will find this experience rewarding, and I look forward to the positive impact your contributions will have on Fridley. Dave Ostwald Mayor, City of Fridley 31 Item 5. CommissionOnboardingManual Table of Contents Purpose...............................................................................................................................................................................4 City Government Overview..........................................................................................................................................4 Commissions Overview.................................................................................................................................................6 Types of Commissions...............................................................................................................................................10 Be an Effective Commission Member...................................................................................................................14 Commission Meeting Procedure............................................................................................................................18 Acknowledgement.......................................................................................................................................................21 Appendix and Other Resources..............................................................................................................................22 32 Item 5. CommissionOnboardingManual Purpose This handbook is designed to serve as a guide to general policies and procedures that apply to commission membersfor the City of Fridley (City). As a new Commission member, we recommend you review the City's mission, recent agendas and minutes from your appointed commission to understand ongoing issues. While not exhaustive, this manual outlines key expectations and practices to guide your service, summarizes how commissions relate to overall City operations, and provides a foundation for your role. It's designed to be a helpful reference, but does not incorporate all material and information necessary to be an effective member of a commission.Remember that your commission liaison is always available for additional support or clarification. City Government Overview This section provides an overview of the CityÔsgovernance structure, outlining the roles and responsibilities of key entities and individuals involved in City operations. Understanding this structure will help you navigate your role as a commission member more effectively. Form of Government The City operates under a council-manager form of government, as established by the City Charter. In this system, the Council acts as the policy-making and legislative body, while the City Manager is responsible for the day-to-day administration of the City. Residents of Fridley are represented by the Mayor and four Councilmembers. Mayorand Council The Mayor and the Council are elected positions and are collectively referred to as Óthe CouncilÔ. The Council relies on the six commissions to guide them on decision making as it relates to the special interests of said commission. Generally, the Council appoints members to commissions and can remove members from commissions. Commissions Commissions are vital components of Fridley's governance structure, established by the City Charter provision, City Code, and/or Statute. As a Commission Member, you play a crucial role in providing ongoing input on major policy areas and helping shape the future of Fridley. Responsibilities of Commission Members: Attend and actively participate in all commission meetings, ensuring thorough review and discussion of agenda items. 4 Top of Document 33 Item 5. Provide ongoing recommendations to the Council and staff regarding your commission's specific focus area. Identify issues within your commission's purview that should be addressed by the Council or staff. Engage with the community to gather input and provide education on policy issues and concerns related to your commission's work. Collaborate with other commission members to develop comprehensive and well- considered recommendations. Stay informed about current issues, trends, and best practices relevant to your commission's area of focus. Represent your commission at community events or meetings when appropriate. This manual provides more detailed information on each commission in the Types of Commission section. City Manager The City Manager is responsible for the overall management of City operations, including budgeting, planning, personnel, legal issues, economic development, and intergovernmental functions. The City Manager serves as a key liaison between the Council, city staff, and commissions. They can be thought of as the chief executive officer. Department Directors City work is divided into six departments with department directors: Community Development, Employee Resources, Finance, Parks and Recreation, Public Safety and Public Works. The Department Directors play an integral role in ensuring the effective and efficient functioning of the City. They provide the specialized knowledge, leadership, and management to translate the Council initiatives and priorities into tangible projects and services that benefit the community. As a commission member, you may interact with Department Directors when the Director also acts as a staff liaison or their expertise is relevant to your commission's work. City Attorney The City contracts legal services to external firms. The City Attorney provides legal advice and attends Council meetings as needed. If your commission requires legal guidance, this should be coordinated through your staff liaison and the City Manager. Staff and Departments City staff are responsible for carrying out the day-to-day operations of the City. They implement policies set by the Council, provide services to residents, and support the work of commissions through staff liaisons. Each commission is assigned a staff liaison who serves as a primary point of contact between the commission and city administration. Staff liaisons assist with meeting preparation, provide information and resources, coordinate with other departments, and help facilitate the implementation of commission recommendations. 5 Top of Document 34 Item 5. Staff fall into seven departments, each playing a vital role in city governance: 1. City Manager's Office: This department oversees city administration, implements Council policies, maintains the City Code and the City Charter and serves as a key liaison between the Council, city departments, and commissions. This department works closely with the Charter Commission. 2. Community Development: This department oversees planning, zoning, building inspections, and economic development. It often works closely with the Planning Commission, Environmental Quality and Energy Commission, and Public Arts Commission and may interact with other commissions on development-related matters. 3. Employee Resources: Managing human resources, recruitment, and employee benefits, this department ensures the City has the personnel needed to carry out its functions effectively. 4. Finance: Handling budgeting, accounting, and financial reporting, the Finance department plays a crucial role in the city's fiscal health. Its work may inform decisions across all commissions. 5. Parks and Recreation: This department organizes recreational programs and establishes policies for use of FridleyÔs park system. It works closely with the Parks and Recreation Commission and may collaborate with others on environmental or community engagement initiatives. 6. Public Safety: Encompassing both police and fire services, this department ensures community safety. While it may not frequently interact with most commissions, its work is fundamental to the city's well-being. 7. Public Works: Managing city infrastructure, including roads, water, and sewer systems, this department's work often intersects with various commission concerns, from environmental issues to city planning. Commissions Overview Commissions play a vital role in Fridley's governance structure, serving as advisory bodies to the Council. As a commission member, you are an essential part of the City's decision-making process, providing expertise and community perspective on important issues. Legal Authority and Responsibility This section outlines the legal basis for Fridley's commissions and your responsibilities as a commission member. Understanding this framework is crucial for effective service and ensuring that your actions align with the City's governance structure and legal requirements. The City of Fridley, as a Home Rule Charter City, has the authority to establish commissions as part of its governance structure. This authority is derived from the Minnesota Constitution and various statutes that allow cities to create their form of government. Commissions derive their authority and responsibilities from the City Charter, ordinances, or resolutions that establish them. Some commissions are also required or authorized by state 6 Top of Document 35 Item 5. statute. To ensure effective service, each commission member should be well-informed about the matters presented to their commission, understanding their implications and potential consequences. The specific powers and duties of each commission are outlined in the establishing ordinance or resolution. These may include (but are not limited to): Providing recommendations to the Council on specific policy areas Conducting research and analysis on specialized topics Engaging with the community to gather input on relevant issues Reviewing and providing input on proposed city projects or initiatives Commission members serve in a nonpartisan capacity, and all actions taken should prioritize the public's welfare. When considering actions or recommendations, commission members should be familiar with their responsibilities and powers as outlined in the relevant laws, regulations and bylaws. It's essential to act transparently, honestly, and in good faith, following all legal and procedural requirements. When uncertain about the appropriateness or legality of an action, it's always prudent to consult with the commission's staff liaison. Roles and Responsibilities This section outlines the key roles within the commission structure and their responsibilities, helping you understand your position as a commission member and how you interact with other city entities. Role of Chair and Vice Chairs Chairs of commissions are appointed by the Council, with the vice chair being elected by the commission members. The Charter Commission and the Housing Redevelopment Authority are exceptions because their Chair and Vice Chair are appointed by the procedure in their by-laws. Generally, the Chair presides at all official meetings and generally ensures that the Commission reviews and acts upon the items on the agenda. The Chair should ensure that decisions are made in a timely manner, yet be careful not to limit discussion-assuring that commission members have an opportunity to be heard. The vice chair aids the chair in these responsibilities and acts as the Chair when the Chair cannot attend a meeting. Responsibilities of the Chair: Lead all commission meetings Work with the staff liaison to set meeting agendas Facilitate discussions and ensure all members have a chance to contribute. Maintain control of the meeting, including managing public input and interactions Act as the primary liaison between the commission and the Council when necessary 7 Top of Document 36 Item 5. Staff Liaison Each commission is assigned a member of staff called a staff liaison. The staff liaison acts as a crucial link between the commission and city staff. The staff liaison typically has expertise in the commission's area of focus. Their role is to support the commission's work and ensure effective communication between the commission, city staff, and the Council. Key responsibilities of staff liaisons include: 1. Meeting Preparation: Generate meeting agendas, compile necessary background information, and ensure materials are distributed to commission members in a timely manner. 2. Information and Expertise: Provide professional knowledge and insights related to the commission's area of focus. This may include updates on city projects, explanations of policies or regulations, and context for issues under consideration. 3. Administrative Support: Assist with scheduling meetings, securing meeting locations, and managing commission-related correspondence. 4. Facilitation: Help guide discussions during meetings, ensuring that conversations remain productive and aligned with the commission's goals and responsibilities. 5. Council Communication: Work with the commission to prepare and present recommendations to the Council. This includes drafting reports and helping commission members understand the Council's decision-making process. 6. Orientation and Training: Assist in onboarding new commission members, providing them with necessary background information and explaining commission procedures. 7. Compliance Oversight: Ensure that the commission operates in compliance with relevant laws, including open meeting laws and data practices regulations. 8. Resource Coordination: Connect the commission with other city departments, external experts, or resources as needed to support their work. 9. Continuity: Provide historical context and institutional knowledge to support the commission's ongoing work, especially as membership changes over time. The staff liaison is a valuable resource for your commission. They can help you navigate city processes, access needed information, and ensure that your commission's work aligns with and supports the city's overall goals and operations. While staff liaisons provide support and guidance, it's important to remember that they do not vote on commission matters or make decisions on behalf of the commission. Relationship with Council Commissions play a crucial advisory role to the City Council, serving as a bridge between the community and local government. Here's how this relationship functions: 8 Top of Document 37 Item 5. 1. Analysis: Commissions often have bandwidth to focus on areas within the expertise of that commissions, conduct research and analysis that the Council may not be able to do given their broad responsibilities. 2. Communication Channels: o Typically, at least one joint meeting with the Council per year is held for some commissions. o For guidance or clarification, commissioners should communicate with their staff liaison. o The staff liaison can represent the Council's perspective or facilitate the commission chair to present or speak with Council at City Council Conference Meetings if needed. 3. Expertise and Community Perspective: Commissioners bring specialized knowledge and community input to complex issues, helping the Council make more informed decisions. 4. Guided by Council Needs: Commissions are guided by the needs of the Council through their staff liaison. This ensures that commission work aligns with Council priorities and objectives. 5. Long-Term Planning: Commissions often work on long-term projects and plans, providing continuity and vision that extends beyond election cycles. 6. Policy Development: Commission recommendations can form the basis for new city policies or programs or update existing ones. While commission recommendations carry significant weight, the final decision-making authority typically rests with the Council. The role of commissions is to provide the best possible advice based on expertise, research, and community input, thereby supporting the Council in making well-informed decisions for the city. Completion of Service and Member Removal While we hope your service will be long and rewarding, it's important to understand the circumstances under which commission service may end. This section provides information on term completion, resignation, and the rarely-used removal process. Reasons for Early Completion of Service: 1. Resignation: Members may choose to resign from their position at any time by submitting a written notice to the City Clerk or their commission's staff liaison. 2. Attendance: Regular attendance is crucial for the effective functioning of commissions. Extended absences or frequent missed meetings may result in a review of membership. 3. Term Expiration: Members serve for specified terms. At the end of a term, members may be reappointed or may conclude their service. 4. Commission Dissolution: In rare cases, if a commission is dissolved by the Council, all member terms would naturally conclude. 9 Top of Document 38 Item 5. Removal Process: The Council has the authority to remove commission members, aside from the Charter Commission (Charter Commission members must be removed by the Court). This authority is exercised rarely and with careful consideration. Reasons for removal might include: Violation of ethics policies or conflict of interest rules Persistent failure to perform duties Actions that undermine the commission's effectiveness or the public trust If concerns arise about a member's conduct or ability to serve, the typical process involves: 1. Discussion with the member and the City Manager, Mayor, and/or staff liaison to address concerns 2. If issues persist, review by the Council 3. The member is given an opportunity to respond to any concerns 4. The Council makes a final decision in an open meeting. Types of Commissions The City has six total commissions consisting of both ordinance established commissions and statutory established commissions. Ordinance established commissions, sometimes rereferred to as advisory commissions, make recommendations to the Council but do not have independent decision-making authority. Statutory established commissions, sometimes rereferred to as authoritative commissions, have some level of autonomous authority granted by statute or ordinance. The commissions are separated below based on ordinance established commissions and statutory established commissions. Ordinance Established Commissions: Ordinance established commissions derive their power and obligations from Chapter 105 of the Fridley City Code. Ordinance established commissions make recommendations to the Council but do not have independent decision-making authority. They provide expert advice and community perspective on various aspects of city life. Environmental Quality and Energy Commission (EQEC) Establishment: Advisory commission established by ordinance. Composition and Leadership: EQEC commission members are appoint by the Council. The chair is appointed by the Council and vice-chair is appointed by the commission. The person who holds these appointments is listed on the first resolution every year. Meeting: The EQEC typically meets the second Tuesday of every month. The EQEC is not televised, so meeting minutes are recorded by the staff liaison. The staff liaison will communicate if meetings are rescheduled or canceled. Purpose and Responsibilities: The EQEC serves as a resource to the City in the conservation and management of energy and the environment. The EQEC provides the 10 Top of Document 39 Item 5. Council with accurate information to assist in making and implementing sound environmental policy in areas such as: Solid waste abatement programming Environmental education Waste reduction Water resource management Energy conservation and management The EQEC also advises on environmental problems, laws, policies, and regulations at the county, metropolitan, state, and federal levels to the extent of their effect on Fridley. It advises the Council, the City Manager, and other appropriate city commissions on matters pertaining to conservation and management of energy and the environment, including the review and recommendation of programs and policies within the City. What the purpose of the commissioner? As an EQEC member, you're at the forefront of Fridley's environmental initiatives. Your work directly influences: o The City's approach to waste reduction and recycling programs o Strategies for water conservation and quality improvement o Energy efficiency initiatives in city operations and community-wide o Public education on environmental issues Parks and Recreation Commission (PRC) Establishment: Advisory commission established by ordinance. Composition and Leadership: PRC commission members are appointed by the Council. The chair is appointed by the Council and vice-chair is appointed by the commission. The person who holds these appointments is listed on the first resolution every year. Meeting: The PRC typically meets the first Monday of every month. The PRC is televised, so meeting minutes are created by an off-site minutes vendor. The staff liaison will communicate if meetings are rescheduled or canceled. Purpose and Responsibilities: The PRC was established to provide comprehensive development of park facilities and a recreational activities program for the well-being of the residents of the City. It also guides the development of programs to implement these goals effectively. By June 1 each year, the Commission recommends a capital investment program for park improvements, acquisitions, and recreational activities. What is the purpose of the commissioner? As a PRC member, you play a key role in: o Shaping the future of Fridley's parks and green spaces o Developing inclusive recreational programs for all ages and abilities o Advising on the maintenance and improvement of park facilities o Ensuring that Fridley's recreational offerings contribute to community well-being and city attractiveness Planning Commission (PC) 11 Top of Document 40 Item 5. Establishment: Advisory commission recommended by Statute and established by ordinance. Composition and Leadership: The PC has a unique structure, the Commission comprises seven members: the Planning Commission chairperson, the chairs of both the Park and Recreation Commission and the Environmental Quality and Energy Commission, and four at-large members. The chair is appointed by the Council and vice-chair is appointed by the commission. The PC commission at-large members are appoint by the Council. Chair and vice-chair appointments are recorded in the first resolution of each year. Meeting: The Planning Commission typically meets the second Wednesday of every month. The PC is televised, so meeting minutes are created by an off-site minutes vendor. The staff liaison will communicate if meetings are rescheduled or canceled. Purpose and Responsibilities: The Planning Commission is responsible for continuous community planning and development of comprehensive goals and policies, including but not limited to land use, housing, environment, parks and recreation, and other related community activities. The Commission also serves as the Board of Appeals and Adjustments, exercising all authority and functions of said Board according to M.S. §§ 462.351 to 462.364. What is the purpose of the commissioner? As a Planning Commission member, your work has a lasting impact on Fridley's future. You contribute to: o Developing and updating the city's comprehensive plan o Reviewing and recommending action on zoning changes, land use applications, and development proposals o Ensuring that Fridley's growth aligns with community values and long-term sustainability o Addressing housing needs and promoting equitable development Public Arts Commission (PAC) Establishment: Advisory Commission established by ordinance. Leadership and Composition: PAC members are appointed by the Council. The chair is appointed by the Council and vice-chair is appointed by the commission. The individual who holds these appointments is listed on the first resolution every year. Meeting: The PAC typically meets the first Wednesday of every month. The PAC is not televised, so meeting minutes are recorded by the staff liaison. The staff liaison will communicate if meetings are rescheduled or canceled. Purpose and Responsibilities: The PAC was established to foster the development of the arts, to advise the Council on arts-related matters, and to stimulate participation in and appreciation of the arts by residents. What is the purpose of the commissioner? As a PAC member, you have the exciting opportunity to: o Shape the artistic landscape of Fridley 12 Top of Document 41 Item 5. o Advocate for and support local artists o Develop public art initiatives that reflect our community's diversity and values o Integrate art into public spaces and city development projects Statutory Established Commissions Statutory established commissions have limited self-governing authority granted by statute, including some internal processes that are regulated by law. Statutory established commissions still require final approval from the Council by resolution to turn any recommendations into action. Charter Commission Establishment: Required by Statute as a Home Rule Charter City. Composition and Leadership: Charter commission members are appointed by a District Court Judge. The chair and vice-chair are elected according to the procedure in the Charter Commission by-laws. Meeting: The Charter Commission typically meets the second Monday of every month and meets approximately 7 times per year. The Charter Commission is not televised, so meeting minutes are recorded by the staff liaison. The staff liaison will communicate if meetings are rescheduled or canceled. Purpose and Responsibilities: Has the authority to review the City Charter and make recommendations for amendments to the Council. What is the purpose of the commissioner? As a Charter Commission member, you play a critical role in Fridley's governance by: o Reviewing and recommending updates to the City Charter o Ensuring that Fridley's governance structure remains effective and efficient o Safeguarding the rights and responsibilities outlined in the City Charter o Providing a vital check and balance in our local government system Housing and Redevelopment Authority (HRA) Establishment: Authorized by Statute and established by ordinance. Composition and Leadership: HRA members are appointed by the HRA where the City Manager serves as Executive Director. The chair and vice-chair are appointed by the HRA. The person who holds these appointments is listed on the first resolution every year. Meeting: The HRA meets the first Thursday of every month. The HRA is televised, so meeting minutes are recorded by the off-site minute taking service. The staff liaison will communicate if meetings are rescheduled or canceled. Purpose and Responsibilities: Implements housing rehabilitation programs and redevelopment projects that create new housing opportunities to meet local housing needs. Administers programs that are designed to enlarge the tax base, create jobs, and create vital, attractive businesses in blighted or underdeveloped areas of the City. 13 Top of Document 42 Item 5. What is the purpose of the commissioner? As an HRA member, your work has a direct and tangible impact on Fridley's housing landscape and economic development. You contribute to: o Implementing housing rehabilitation programs that improve living conditions for residents o Developing new housing opportunities to meet diverse community needs o Creating and executing redevelopment projects that attract businesses and create jobs o Administering programs that enlarge the city's tax base and enhance economic stability The Council may, by ordinance or resolution, establish and regulate any board or commission, to advise the Council with respect to any City function or activity, to investigate any subject of interest to the City, or to perform quasi-judicial functions. The Council relies on the work of City commissions, and members serve an important role in extending the reach of the democratic process into the community. Be an Effective Commission Member Attending your first commission meeting is often a blend of excitement and uncertainty. You might find yourself pondering over the right protocols, what to say, and how best to contribute. This section aims to alleviate those initial concerns while setting you on a path to excel in your role for the betterment of the City. It lays out key practices and guidelines that serve dual purposes: enabling you to make informed decisions and ensuring that both you and the City operate within legal boundaries. The essence of being an effective commission member lies in being prepared, listening actively and contributing thoughtfully to discussions. Participation Commission members benefit through participation and discussion of all members. A quorum (or majority) of the body is necessary to conduct official business. Members are expected and encouraged to attend all meetings as the regular attendance of commission members is necessary for the most effective performance of the commission. If a commission member must miss a meeting(s) or attend a meeting(s) virtually, the member should advise their staff liaison before the scheduled meeting(s). Additionally, commission members should familiarize themselves with any bylaws of their commissions. Some commissions have a limit on the number of meetings that can be missed before that member is dismissed from the commission. Quorum A quorum is the minimum number of members required to conduct official business. It's crucial for decision-making and gives legal validity to the commission's actions. Usually, a quorum is achieved when more than half of the members are present. The City Clerk will post a notice whenever a quorum is expected, even if official business isn't on the agenda, to maintain transparency and avoid potential violations. 14 Top of Document 43 Item 5. To avoid quorum violations, always be mindful of attendance numbers and consult with your staff liaison if you are unsure. Conflict of Interest State law, the City Charter and Code prohibit public officials, including commission members, from having a personal financial interest in a sale, lease or contract they are authorized to make in their official capacity. Commission members must avoid actions that might give the appearance of impropriety or a conflict of interest. They must not use their position to gain privileges or special treatment. If there is a conflict of interest on an issue, that member must abstain from discussion or voting on the issue. If commission members have any question about a possible conflict of interest, they should contact their staff liaison. Standards of Appearance All commission meetings are open public meetings where members of the public are welcome to attend. Some are also televised on Fridley City TV and recorded. Therefore, it is important that a professional appearance be maintained. Communication Communication is a critical aspect of your role as a commission member. Your words and actions reflect the City's interests and values, whether in official meetings or in your personal life. Media Interactions Although uncommon, there could be occasions where you are approached by the media for an interview or a public comment. When communicating any information, it is essential to ensure that it is accurate, timely, and professional to maintain the City's credibility. If you ever find yourself contacted for a media interview or statement, it is generally recommended to consult with the staff liaison for guidance, who may then consult with the CityÔs Communication and Engagement Division. You represent the City in every capacity, and your words and actions reflect the City's interests and values. Social Media Use Many commissioners use social media in various ways, such as communicating with the community or sharing personal views. However, the 'personal' style of social media can make it difficult to draw the line between public, professional and private use. As a representative of the City, online statements and opinions - even when intended as personal - may be perceived as representing the City's position. 15 Top of Document 44 Item 5. When using social media, always exercise good judgment and remember that you are a commission member even when writing in your personal capacity. There may be times when personal writings on social media could be perceived as problematic because they could damage the trust and working relationship between the commission, City Council and, the community. Examples could include: Using inflammatory or vulgar language that could damage public trust Making hostile or alienating statements about segments of the community Posting content that undermines the ability to serve all residents impartially Cyber-bullying or harassment Sharing confidential information Unlawful activities Inappropriate use of the City's name or your commission title Using phrases like 'As a City commissioner, I think...' when expressing personal views, as this can imply you are speaking on behalf of the City or commission Use of social media in this nature could result in coaching of the commission member and/or Council following the Removal Process. Each situation will be evaluated on a case-by-case basis. General Communication Tips Keep messages concise, focusing on a couple of main points. Be mindful of your tone and voice. Use clear, straightforward language, avoiding jargon or overly technical terms. Stay authentic and true to yourself. Positivity and optimism can go a long way. Code of Conduct and Ethics As a commission member, you're held to a high standard of conduct due to the nature of your duties and responsibilities. The following principles will help ensure that your commission operates with maximum efficiency and effectiveness: Attend meetings regularly and punctually. Respect the decision-making process and any decisions made by the group. Notify your staff liaison if you'll miss a meeting, to ensure quorum. Openly discuss issues and decisions during meetings. Don't seek special consideration or influence based on your position. Adhere to gift prohibition rules as outlined in Minn. Stat. § 471.895. Maintain confidentiality when required and adhere to data practices regulations. Ethical Considerations Commissioners are held to high ethical standards. Here are some key areas to be aware of: Recusal from Voting: o Commissioners should recuse themselves from voting on any matter where they have a personal interest in that matter. 16 Top of Document 45 Item 5. o Examples include: financial interests in a project under review, family members applying for a land use permit, or being employed by an organization seeking approval from the commission. o If in doubt, consult with your staff liaison. Gifts: o Commissioners are subject to gift prohibition rules as outlined in Minnesota Statutes § 471.895. o Generally, gifts should not be accepted from individuals or organizations that have business before the commission. o When in doubt, it's best to politely decline or seek guidance from the staff liaison Relationships with Applicants: o If a commission member has a personal or professional relationship with someone applying for approval from the commission, disclose this relationship publicly before any discussion of the matter. o If the relationship could be perceived as influencing decisions, consider recusing yourself from the vote. o Always err on the side of transparency to maintain public trust. Maintaining high ethical standards is crucial for the credibility of your commission and the City as a whole. If you're ever unsure about an ethical issue, don't hesitate to seek guidance from your staff liaison. Data Practices Minnesota Statutes, Chapter 13, known as Minnesota Government Data Practices Act (MGDPA), and Chapter 12 of the City Charter govern all data collected, created, received, maintained, or disseminated by the City. Generally, the MGDPA presumes that all Government Data are public unless a State or Federal law says differently. The CityÔs Data Practices Policy is available online. Commission members should presume all documents, notes, and messages created or maintained in the course of their work, or stored on their devices, will be subject to release if requested. The City Clerk has been designated as the CityÔs Responsible Authority and is responsible for administering the MGDPA. No employee, commission member or elected official of the City may release any private or confidential data to any person except for the City Clerk or a designee. All data practices requests should be forwarded to the City Clerk for processing as the Data Practices Act requires understanding to successfully respond to requests. Compensation and Reimbursement Acting as a commission member is a volunteer position, meaning there is no compensation. However, commission members may occasionally attend conferences, seminars, or other events that align with their roles. Reimbursement may be available for commission-related travel, meals, lodging, and other necessary expenses, consistent with budget authorization. 17 Top of Document 46 Item 5. Commission members interested in attending a conference that will require reimbursement needs to obtain permission from the City before attendance. Commission members will not be reimbursed for any expenses that do not have prior approval. Commission Meeting Procedure Typically, commissions meet once monthly. Meetings can be anywhere to 30 minutes to a couple of hours. Special Meetings may occasionally be called by a commission. If this occurs, the City will issue a public notice and produce an agenda. The staff liaison is present at every meeting to help answer questions the Commission has on any agenda items. Parliamentary Procedures All Commissions follow RosenbergÔs Rules of Order at meetings. Parliamentary procedure is simply considered as a set of guidelines used to assure that a meeting goes smoothly and fairly. It is used to facilitate a group coming to a majority decision when there are differing points of view. A detailed list of procedures can be found in RosenbergÔs Rules of Order. Agenda The agendas for the meetings of the commission are determined by the commission chair and the staff liaison. They are then prepared by City staff and distributed to each commission member at least one business day before the meeting. The commission agenda outlines the topics or items of business that will be introduced, discussed and acted upon at each meeting. Once the agenda has been sent to the commission along with the accompanying packet material, no item is added or deleted prior to the meeting. The agenda may be amended at the beginning of the commission meeting to include any additional items or to delete any item from the agenda. The order of business on the meeting agenda varies slightly between commission, but generally is as follows: Open Forum/Visitors: Open Forum allows the public to address the commission on subjects that are not on the agenda. The commission may take action, reply or give direction to staff. Proposed Agenda: These items are proposed for the commissionÔs discussion and consideration. All items will be discussed and considered by the commission for approval by vote through separate motions. Public Hearing(s): Some commission are required to hold public hearings on certain matters. Items under the public hearing section allow members of the public to address the commission on items that are required to have a public hearing. The commission will call the public hearing, 18 Top of Document 47 Item 5. take public comment, then close the public hearing. Once the public hearing is closed, the commission may vote on passing the proposed action. Informal Status Reports: An opportunity for staff to update the commission on upcoming events and on staff activities as requested by the commission. Typically, these activities are in preliminary stages and not ready for formal action. Open Meeting Law All of the meetings of the commission are open to the public and subject to the Open Meeting Law (Minnesota Statutes, Chapter 13D). A meeting is defined as the convening of members of a governmental body for the purpose of exercising the responsibility, authority, power or duties delegated to that body. A meeting is subject to the open meeting law whenever the governmental body meets for official purposes. A meeting does not include social or chance gatherings not intended to avoid the law. When there are more than half of the commission member present at a meeting, it is considered a quorum and therefore a meeting for official purposes. The purpose of the law is to: Prohibit action from being taken at a secret meeting where the interested public cannot be fully informed of the decision of the public body; Ensures the public's right to be informed; and Gives the public an opportunity to present its views. Any communication (including emails or other electronic communication) between some or all of the commission could potentially be considered a public meeting. If you have information or any type of communication that you would like to share with other members, it is recommended that it be sent to the staff liaison, who may then forward it for review and discussion at a public meeting. The Open Meeting law does not preclude an individual member from contacting the staff liaison regarding questions or concerns, or seeking further information on topics or agenda items. In any meeting which must be open to the public, the City must make at least one copy of any printed material available in the meeting room for public inspection. This applies to any printed material prepared by the City and distributed or made available to all members of the commission. This requirement does not apply to materials that are classified as other than public under the Government Data Practices Act. The exception to the Open Meeting Law is ÒClosed Meetings.Ò Closed Meetings are strictly regulated and rarely used by commissions. If you think a meeting needs to be closed, please consult with the staff liaison. 19 Top of Document 48 Item 5. Public Notice The Open Meeting Law (Minnesota Statutes, Chapter 13D) requires public bodies to establish a schedule for regular meetings and keep that schedule on file at its primary offices (i.e., City Hall). If the body changes the time or location from the regular meeting schedule, advance notice must be provided. Minutes and Records of Commission Meetings Open Meeting Law (Section 13D.01, subdivision 4) requires public bodies to record and maintain votes of its members. Minutes of each commission meeting should comprise a summary of the proceedings, including who makes and seconds the motions and the results thereof. The minutes serve as a permanent record of the commissionsÔ actions, discussion, and opinions, and are forwarded to the City Manager's office for public distribution and used as input and background for commission decisions. Minutes can be taken by an off-site minute-taking service or the commission staff liaison and are incorporated into the next meeting agenda packet for approval by the commission. The commission minutes are then placed on the Council meeting agenda to be formally received by the Council. It is important for commission members to closely review minutes and make corrections if needed so the approved minutes accurately reflect the work of the commission. Corrections to minutes should be made at the meeting when the minutes are brought forward for adoption. Corrections require a motion, a second, and a majority vote, and if approved, are noted in the minutes of the current meeting. Any changes to the draft minutes approved by the commission should be reflected in the minutes for the meeting at which the corrections are made. In addition to the written minutes, some commission meetings are recorded, shown live, and replayed on the City's cable station. While the recordings are not an official record of the commission meeting, they are retained for 20 years, after which time they may be destroyed, pursuant to the City's Public Meetings Minutes Policy. Copies of the recordings are available for the Council, staff, and public viewing upon request. 20 Top of Document 49 Item 5. Acknowledgement I hereby acknowledge receipt of the Commission Member Onboarding Manual (Manual). I confirm that I have read and understand the Manual, particularly the "Be an Effective Commission Member" section, and I agree to fulfill my duties in accordance with these standards. I understand that failure to comply with the expectations and responsibilities outlined in this Manual, specifically those detailed in the "Be an Effective Commission Member" section, may constitute grounds for removal from the Commission. _______________________________________________________________ Commissioner Name (Print) _______________________________________________________________ _____________________ Signature Date 21 Top of Document 50 Item 5. Appendix and Other Resources Data Practices Open Meeting Law City Code and Charter RosenburgÔs Rule of Order Commission Meeting Calendar City Organization Chart Data vs. Information Sheet 22 Top of Document 51 Item 5. Visual of Relationship between the Commissions, the Council and Staff Liaisons 23 Top of Document 52 Item 6. AGENDA REPORT Meeting Date:February 3, 2025 Meeting Type: Charter Commission Submitted By:Beth Kondrick, Deputy City Clerk Title Future Meeting Topics Background Future meeting topicsrequested by commissioners: Continued discussion on Chapter 5 Recommendation None. Attachments and Other Resources Vision Statement We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses. 53