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HomeMy WebLinkAboutCity Council Packet 04-22-2003 SpecialAgenda City of Plymouth Special City Council Meeting Tuesday, April 22, 2003 5:30 p.m. Public Safety Training Room 1. Call to Order 2. Discuss possibility of establishing a Business Council and a Senior Council 3. Schedule future study session topics 4. Adj ourn a DATE: April 18, 2003 TO: Mayor and City Council FROM: Dwight D. Johnson, City Manager SUBJECT: Consideration of establishing a Senior Council and/or a Business Council Council members have inquired about creating one or both of these bodies as official city commissions or committees, similar to the Planning Commission, Park and Recreation Advisory Commission, etc. Staff may not be aware of all of the reasons and needs for such committees or commissions, but we can offer some general comments and criteria for your consideration. Purpose. Is there a clear mission and purpose for a Senior Council or a Business Council? This is a different question than whether or not seniors or the business community are important to Plymouth. Public Safety and City Finances are very important aspects of the City's well-being, but in recent years the Council has discontinued commissions working in these areas. Work Plan. Is it likely that either or both of these proposed commissions could develop and implement a specific work plan of items each year on behalf of the City? Would there be specific projects for commission members to do? Duplication. Does a new commission duplicate the function and work of any existing organization? In the case of the seniors, the relationship of a new city commission would have to be examined in relation to the current well -organized senior council. In the case of the business community, is there any duplication with TwinWest, or is this a function that could be adopted by TwinWest? Community Interest. Do seniors or business leaders want to have a City commission? Will enough seniors or business leaders step forward to apply for the commissions and serve on them? Some issues to consider here include: Do the interested community members want the formality of a commission which means they must obey the open meeting laws, notice the meetings, take minutes, have agendas, adopt work plans and prepare annual reports for the Council, etc. Will the senioribusiness community have better communication of needs and issues to the Council and help assure that the Council is getting enough information from these groups on a timely basis? Alternatives to creating a formal commission. Depending on the identified purpose or need, some alternatives may exist. Alternatives for a formal business council may include: Allow business people who are not residents to serve on existing commissions. Create a business task force that would be a subgroup of an existing commission or agency. Work more closely with a TwinWest group which is showing recent interest in business retention activities. Visit and tour more area businesses Alternatives for a senior council may include: Appointing a council liaison to the existing senior council. Inviting the existing senior council to present updates and reports to the council several times per year. Sharing minutes, newsletters, agendas, etc on a regular basis with the current senior council. Creating a senior advisory council or task force as a subgroup to PRAC. Staffing. City Commissions are generally assigned several staff members to help them. One staff member generally provides clerical support for such things as minutes, agendas, notices, and meeting arrangements. Also, a senior staff member, often a Department or Division Director, is also assigned to each commission to prepare reports, present information, and provide policy guidance and support. Many senior staff members are already assigned to one or more commissions or committees. Conclusion. Attached is some information from our current senior council showing their organization and purpose. At a meeting with the leaders of the senior council, they were very supportive of efforts to enhance communication with the Council, and generally were most enthused about some of the ideas in the "alternatives" section above. They had some concerns that a formal senior commission might duplicate the current senior council. It was noted that we can always move toward a more formal commission structure in a year or two if some of the alternatives do not work well. The need for a business council may well depend most on our evaluation of our ability to accomplish business initiatives we are interested in with TwinWest Chamber of Commerce. It appears at this time that TwinWest would be willing to work with us. RULES AND REGULATIONS OF THE PLYMOUTH SENIOR SERVICES COUNCIL The Plymouth Senior Service Council is an advisory board to the Plymouth Senior Program of the City of Plymouth- The Council shall adopt such rules and regulations governing its organization and procedures as it deems necessary. The Council shall amend rules and regulations providing for the selection of such officers and appointment of such committees as it determines. Purpose of the Senior Council: Work cooperatively with the City of Plymouth staff and Senior Director in the operation of the Senior Program and implementation of its goals and objectives. Recommend policies, goals and objectives for the operation of the Senior Services Program at the Plymouth Creek Center to the Parks and Recreation Advisory Commission (PRAC) and ultimately the Plymouth City Council and Senior Community Services. Determine and assess existing resources in the City of Plymouth that may be utilized by senior adults to meet their needs. Evaluate proposed programs and issues that may affect the Plymouth Senior Services Program. To initiate and conduct fundraising projects to help subsidize programs within the Plymouth Senior Services. To advise the City as to the needs and status of the senior adults in Plymouth. REPRESENTATIVES: The Plymouth Senior Services Council shall consist of no fewer than 9 and no more than 11 voting members. Representatives shall include one person from each of the senior social clubs(Plymouth Senior Citizen Cub and Over 55 Club). There shall be 1-3 members at large from the senior population in Plymouth. The Senior Director shall be responsible for contactirig new members at large. Four or more members shall come from some of the larger senior programs. The current members of the Senior Council, the Senior Services Director and the PRAC board shall recommend new members when outgoing members are leaving the board. New members shall be announced in November and begin their terms in January. Each standing committee shall have a liaison that is a member of the Council. Plymouth Senior Council members may serve two consecutive two-year terms. i.,to compensation shall be paid to any member of the Senior Council. Effective Jan 1, 2004. JFFICERS OF COUNCIL: A. Officers of the Senior Council shall be a Chairperson, Vice -Chairperson, Secretary and Treasurer. All officers must be Plymouth residents and age 55 or over. B. New members of the Senior Council shall begin their terms in January. At that January meeting, members of the Council shall elect, by secret ballot, officers who serve a one- year term, with the option to serve a second, one-year term. After one or more terms of not holding office, a former officer shall be eligible to hold office again. DUTIES AND RESPONSIBILITIES OF OFFICERS: A. Chairperson: The Chairperson shall work with the Senior Director to determine the meeting agenda and will be an ex -officio member of all standing committees. 1. The Chairperson and Senior Director shall recruit the persons of all standing committees and such task forces as are appropriate. Such committees could include Public Relations, Program Committee, Fundraising Committee, Cultural Diversity Committee, Intergenerational Committee, Tripsters Committee, and Health Committee. 2. After completing her/his term as Chairperson, she/he will, whenever possible, serve one year as Immediate Past Chairperson. B. Vice Chairperson: The Vice Chairperson shall, whenever possible, have served at least 1 year on the Council before taking office. The Vice Chairperson shall perform the duties of the Chairperson when the Chairperson is not available and shall perform other duties as delegated by Chairperson. C. Secretary: The Secretary shall keep records of all the Council meetings and make the minutes available to the Senior Director within 2 weeks of the meeting. D. Treasurer: The Treasurer shall be custodian of all Council funds and keep a record of monies received and disbursed with direct input and guidance from the Council. Financial reports shall be given at the Senior Council meetings and available upon the request of the Senior Council. The Financial report shall be audited at the year's end. RULES & REGULATIONS A Senior Council member may propose new rules, regulations or amendments in the form of a lotion at a meeting attended by a minimum of 2/3 of the Council members. Motions require a majority to pass. MEETINGS lie Senior Council shall meet in alternate months at the Plymouth Creek Center at a day and gime designated by the Senior Council or at a time specified in a notice to the members. Additional meetings of the Senior Council may be scheduled at the discretion of the Senior Council Chairperson and the Senior Director. All meetings will be open to any interested persons but voting power is reserved for the official representatives. There will be an open forum 15 min. prior to the regular meeting at which time anyone may present an agenda item to be discussed. If a representative has 2 unexcused absences per year, the Senior Council may be asked to replace him/her with a new member. A quorum consisting of 2/3 of the members is required to conduct any business. Revised 10/28/02 Approved by Council The Plymouth Senior Services mission is to identify, develop, coordinate and provide services, activities and opportunities that help meet the needs of people over the age of 55. Agenda Number: s TO: Dwight D. Johnson, City Manager FROM: Laurie Ahrens, Assistant City Manager SUBJECT: Set Future Study Sessions DATE: April 9, 2003, for Council study session of April 22, 2003 1. ACTION REQUESTED: Review the pending study session topics list and, if desired, establish future special meetings or amend the topics list. 2. BACKGROUND: Attached is the list of pending study session topics, as well as calendars to assist in scheduling. Pending Study Session Topics at least 3 Council members have approved the following study items on the list) Other requests for study session topics: Recycling Program — future program initiatives (requested by EQC; after legislative session) OFFICIAL CITY MEETINGS April 2003 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 S 7:00 PM 7:00 PM HUMAN PLANNING RIGHTS COMMISSION, COMMISSION - Council Chambers Council Chambers 6 7 8 9 10 11 12 DAYLIGHT SAVINGS COMMENCES- set clocks ahead 1 hour 5: 30 PM SPECIAL COUNCIL MEETING: DISCUSS Paw CLEANINGO I D DRAINAGE CONCERNS, Public SafetyTranirq Roan 7:OOPM EVIRONMENTAL QUALITY COMMITTEE EDC), Plymouth Creek Center L7:00 PM HOUSING REDEVELOPMENT AUTHORITY(HRAL 1/i°'°^" "' R°°^ 7:oDPMPARKBREC ADVISORY COMMISSION PRA_LColdCNNMnbra PRIMAVERA PLYMOUTH FINE ARTS COUNCIL SHOW Plymouth Creek PRIMAVERA PLYMOUTH FINE ARTS COUNCIL SHOW Plymouth Creek 700 PM REGIA.PR COUNCIL MEEZ, Council Cham LMC CITY DAY AT THE CAPITOL PRIMAVERA PLYMouTH FINE ARTS COUNCIL SHOW P"-Ith Crank CaMr Center Center 13 14 15 16 17 18 19 7:30 PM YOUTH ADVISORY COUNCIL, Council 790 PMBCARooF EQUALIZATION. Cram U"°'a Passover begins at sunset Good Friday Chambers 7:m PM SPECIAL COUNCIL MEETING (IMMEDIATELY FOLLOWING PRIMAVERA 80. OF EouMUSS U DIT T; PLYMOUTH FINE ARTS COUNCIL REPORTON3RDSHEETOF ICE, Cound CMe.s SHOW, Plymouth Creek Center PR VERA PLYMOIfrM FINE MTS COUNCIL 91/0W, Pl'1 Grana Car 20 21 22 23 24 25 26 Easter mhw~Fv 37011 Ra 8:00 AM -1:00 PM - HUMANRIGHTSCOMMISSION STUDENT WORKSHOP, Pymann la C.M. 9:00 AM -2:00 PM LAWN 81 GARDEN wFMSPECIAL CQUNC0. MEETING: DISCUSS POSSISILITY OF7:00 ESTABUSHING A BU INE83 COUNCIL MD A SENIOR COUNCIL, Public SeNt, Twerp R- 7:m PM REGULAR COUNCIL MEETING, Cwra C—r — PM PLANNING COMMISSCourltilION, CbaION. 7:00 PM PLYMOUTH ADVISORY COMMITTEE ON TRANSIT (PACT) - Medians Lek. Room EXPO, Plymouth Creek Center 27 28 7:30 PMsuSINESs YOUTH ADVISORY1 COUNCIL, 29 CouNC": 4SANP"IAOUT1MTKA II, sn.r.I RMB.dIY 7:00 PM RECONVENE BOMD OF EQ C—a2 C— S9 30 Mar 2003 S M T W T F S 3 4 5 6 7 8 May 2003 S M T W T F S 1 2 3 4 5 6 7 8 9 10 Council Chambers SPECIAL COVNCIL MEETING INMEDIATELY FOLLO VING BOARD OF EOUALPATION): SUSS WITHascussWITH CSM DANA P11CSM 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 30 31 modified on 4/16/2003 OFFICIAL CITY MEETINGS May 2003 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3Apr2003Jun2003 S M T W T F S S M T W T F S 7:00 PM HUMAN RIGHTS 1 2 3 4 5 1 2 3 4 5 6 7 COMMISSION - 6 7 8 9 10 11 12 8 9 10 11 12 13 14 Council Chambers 13 14 15 16 17 18 19 15 16 17 18 19 20 21 20 21 22 23 24 25 26 22 23 24 25 26 27 28 27 28 29 30 29 30 4 5 6 7 8 9 10 7:00 PM 7:00 PM PARK & 10:30 AM - 4:00 PLANNING REC ADVISORY PM COMMISSION, COMMISSION PLYMOUTH Council Chambers PRAC), Council HISTORY Chambers FEST, Parkers Lake Park 11 12 13 14 15 16 17 7:30 PM YOUTH ADVISORY 5:00 PM SPECIAL COUNCIL MEETING INTERVIEW YOUTH APPUCANrs; DISCUSS PROPOSED EXPANSION 7:00 PM EVIRONMENTAL QUALITY a30PM d30PM F,N,RONMENrAL QUA ITY FAIR, ow—i m ly Sd"17M Cu. Rd 9:00 AM -3:30 PM PLYMOUTH CLEAN-UP COUNCIL, Council OF PUBLIC SAFETY BUILDING; PubNC S."(EQC), TminingRoom COMMITTEE Plymouth Creek Center TODPMHOUSNGaREDEVELOPMENT i :MORs II" ml,P"""`* DAY, Public Works Chambers Maintenence Facility 7:00 PM REGULAR COUNCIL MEETING, I= PM YOUTH SERVICE AWARDS RECEPTION, P"n Cn C Cound Cbambm 18 19 20 21 22 23 24 5:00 PM GREENWOOD SPORT FIELD RIBBON 11:00 AM CITY EMPLOYEE RECOGNITION LUNCH, CUTTING CEREMONY, Py—th Crrk Csnbr 3535 CO, R4 101 7:00 PM SPECIAL COUNCIL MEETING: DISCUSS POND a 7:00 PM PLANNING DRAINAGE ISSUES; FUTURESTUDY SESSION COMMISSION, TOPICS, Plym Cr k C.d. Council Chambers 25 26 27 28 29 30 31 MEMORIAL DAY 1145 AMPLYMOUTH.MTM 7:00 PM Observed) - City BUSINESS COUNCIL, BORN C.W—R 301 PLYMOUTH Offices Closed Pft.I-y'A°' ADVISORY 330 PM' MEETING: CONSORT.SACC.IDER POLICYCUSAOUNCILFPARNPROPERTY. PMrio COMMITTEE ON TRANSIT (PACT) - Medicine Lake SNMy T-9 Re Room 700 PM REGULAR COUNCIL MEETING, C-1 C modified on 4/16/2003 OFFICIAL CITY MEETINGS June 2003 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 7 7:00 PM 7:00 PM HUMAN PLANNING RIGHTS COMMISSION, COMMISSION - Council Chambers Council Chambers 8 9 10 11 12 13 14 7:30 PM YOUTH ADVISORY COUNCIL, Chambers COU 5:30 PM SPECIAL MEECOUNCIL TINGMISCUSS IVESIJONQUILLANE DRAINAGE ISSUES, Public SRoo Train*"(EQC), Room 7:00 PM EVIRONMENTAL QUALITY COMMITTEE Plymouth Creek Center 7:00 PM PARK & REC ADVISORY COMMISSION PRAC), Council Chambers Flag Day 7:00 PM REGULAR COUNCIL MEETING, Council Chambers 15 16 17 18 19 20 21 7:00 PM SPECIAL COUNCIL MEETING: DISCUSS THIRD 7:00 PM PLANNING COMMISSION, Council Chambers 7:00 PM HOUSING 8 REDEVELOPMENT AUTHORITY (HRA), Medicine Lake Room ICE SHEET, Council Chambers LEAGUE OF MINNESOTA CITIES ANNUAL CONFERENCE, St. Cloud Civic Center 22 23 24 25 26 27 28 7:30 PM":EM.PLVAOU,NIAT YOUTH ADVISORYe:ao COUNCIL, Counal Chambers A 1BUSINESSCOUNCIL, SMMon PM sPEcuL cS 2MMEETING: Nascussmox AUOfIED FINANCLLL STATEMENTS, Ptak Sw" Tra"R— 7:00 PM REGULAR COUNCIL MEETING, Cao d CMNbm 7:00 PM PLYMOUTH ADVISORY COMMITTEE ON TRANSIT (PACT) - Medicine Lake Room 29 30 May 2003 Jul 2003 S M T W T F S S M T W T F S 1 2 3 1 2 3 4 5 4 5 6 7 8 9 10 6 7 8 9 10 11 12 11 12 13 14 15 16 17 13 14 15 16 17 18 19 18 19 20 21 22 23 24 20 21 22 23 24 25 26 25 26 27 28 29 30 31 27 28 29 30 31 modified on 4/16/2003