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