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01-07-13 CC Special Mtg MinCITY OF SHOREWOOD CITY COUNCIL SPECIAL MEETING MONDAY, JANUARY 7, 2013 MINUTES 1. ORGANIZATIONAL ITEMS 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Mayor Liz6e called the meeting to order at 6:01 P.M. A. Roll Call Present. Mayor Liz6e; Councilmembers Hotvet, Siakel, Woodruff and Zerby; Attorney Keane; Interim City Administrator Joynes; Planning Director Nielsen; Director of Public Works Brown; and, Interim City Engineer Hornby Absent: None. B. Review Agenda Woodruff moved, Siakel seconded, approving the agenda as presented. Motion passed 5/0. 2. APPROVAL OF MINUTES A. City Council Executive Session Minutes, December 10, 2012 Hotvet moved, Woodruff seconded, Approving the City Council Executive Session Minutes, December 10, 2012 as presented. Motion passed 510. B. City Council Regular Meeting Minutes, December 10, 2012 Woodruff moved, Hotvet seconded, Approving the City Council Regular Meeting Minutes of December 10, 2012, as presented. Motion passed 5/0. 3. ADJOURN TO CALL TO ORDER Mayor Liz& adjourned this portion of the meeting at 6:03 P.M. 4. CALL TO ORDER A. Oath of Office and Seating of the Council Attorney Keane administered the Oath of Office to newly elected Mayor Scott Zerby, Councilmember Kristine Sandberg and Councilmember Richard Woodruff Mayor Zerby called the meeting to order at 6:06 P.M. B. Roll Call CITY OF SHOREWOOD SPECIAL COUNCIL MEETING MINUTES January 7, 2013 Page 2 of 5 Present. Mayor Zerby; Councilmembers Hotvet, Siakel, Sundberg and Woodruff; Attorney Keane; Interim City Administrator Joynes; Planning Director Nielsen; Director of Public Works Brown; and, Interim City Engineer Homby Absent: None. C. Review Agenda Woodruff moved, Siakel seconded, approving the remainder of the agenda as presented. Motion passed 510. 5. CONSENT AGENDA Mayor Zerby reviewed the items on the Consent Agenda. Woodruff moved, Sundberg seconded, Approving the Motions on the Consent Agenda. A. Adopting RESOLUTION NO. 13 -001, "A Resolution Setting the 2013 Regular Council Meeting Schedule for the City of Shorewood." B. Travel Police for Elected Officials Motion passed 510. 6. GENERAL /NEW BUSINESS A. Council Policies and Procedures Interim City Administrator Joynes explained Mayor Zerby had asked Staff to review the amended City Council Policies and Procedures adopted in 2009 to ensure compliance with Roberts Rules of Order procedures. The copy of the Policies and Procedures included in the meeting packet shows two clauses that should be removed in order to faithfully comply with Roberts Rules of Order. The two clauses deal with allowing the City Council to override the mayor's decision on conduct of the meeting. It's his understanding that in 2009 there was discussion about whether that should be a majority or super majority (4/5) vote. Roberts Rules of Order have traditionally held that should be a super majority. He noted that any changes to the existing Policies and Procedures require a super majority vote of the Council. Councilmember Siakel stated she thought amending the City Council Policies and Procedures as discussed would be the right thing to do. Siakel moved, Hotvet seconded, approving the City Council Policies and Procedures as presented. Councilmember Woodruff stated lie is little confused because Section 5.1.1 titled Rulings of mayor Final unless Overruled states "Unless over ridden or suspended by a 213 majority vote of the council members present and voting ... ". He asked if the intent is to leave it that way. Interim City Administrator Joynes responded it is. Motion passed 5/0. CITY OF SHOREWOOD SPECIAL COUNCIL MEETING MINUTES January 7, 2013 Page 3 of 5 B. Making Appointments to Certain Offices and Positions within the City of Shorewood for the Year 2013 Mayor Zerby stated the meeting packet contains a list of appointments made for 2012 and a copy of his list of recommended appointments for 2013. He noted he is open to other suggestions for appointments. Councilmember Woodruff stated Mayor Zerby's recommendation for liaison to the Riley Purgatory Bluff Creek Watershed District is to be determined. He asked if that appointment can be advertised for. Mayor Zerby stated he thought that position was not currently filled; it was his mistake. Zerby then stated he is comfortable with the current liaison [Jeff Arnold]. Woodruff stated the current liaison at times feels like he is not the liaison, and explained that the liaison has told him that no one told him he had been appointed as the liaison the last time. Woodruff then stated he is not sure that liaison is willing to continue, and suggested someone check with hum to determine if lie is. Siakel moved, Hotvet seconded, adopting RESOLUTION NO. 13 -002, "Making Appointments to Certain Offices and Positions within the City of Shorewood for the Year 2013" as recommended by Mayor Zerby. 1. The following persons are appointed to the following offices and positions: a) Acting Mayor: Debbie Siakel Council Representatives to b) Park Commission Liaison January — June 2013: Debbie Siakel July — December 'M, . Kristine Suiiuut, C) Planning Commission Liaison: January — June 2013: Laura Hotvet July — December 2013: Dick Woodruff d) Metro Cities (AMM): Dick Woodruff e) Alternate Metro Cities (AMM): City Administrator f) Lake Minnetonka Communications Commission: Scott Zerby g) Alternate Lake Minnetonka Communications Commission: h) Minnetonka Family Collaborative Council: Laura Hotvet i) Coordinating Committee South Lake Minnetonka Police Department: Mayor j) Alternate to Mayor on Coordinating Committee South Lake Minnetonka Police Department: Laura Hotvet k) Excelsior Fire District Board Member: Debbie Siakel 1) Alternate Excelsior Fire District Board Member: Dick Woodruff m) Investment Committee: None n) Personnel Committee: Debbie Siakel and Dick Woodruff o) Weed Inspector: Mayor P) Assistant Weed Inspector: .Joe Lueowski 2. That the following other appointments are made: a) Lake Minnetonka Conservation District: Mark Sylvester (January 1, 2012 — January 31, 2014, Resolution No. 11 -064) b) Lake Minnetonka Communications Commission: TBD CITY OF SHOREWOOD SPECIAL COUNCIL MEETING MINUTES January 7, 2013 Page 4 of 5 C) Minnetonka Community Education: Tad Shaw d) City Attorney: Timothy J. Keane, Malkerson Gunn Martin LLP C) City Prosecutor: Ken Potts f) Emergency Preparedness Director: SLMPD Police Chief Bryan Litsey 3. Official Depositories: Beacon Bank 4M Fund &other Depositories as necesslry 4. Official Newspaper: Sun Sailor. Notices may also be published in the Laker. 5. That the Blanket Bond (Official Bonds) is approved. That such appointments shall take effect on the date hereof and shall continue for the remainder of the year or until such time as a successor is appointed by the City Council. Motion passed 510. C. City Administrator Position Mayor Zerby explained over the last month or so he and Council have discussed the possibility of him continuing to provide interim city administrator services to the City. Council asked him to submit an agreement for personal services similar to the one that has been in place for the last six months. A copy of the proposed agreement between Midwest Government Advisors (MGA) and the City is included in the meeting packet. It has been reviewed by Attorney Keane. Per Council's direction the agreement has been drafted such that he would serve as an administrator for the City and have all of the duties, responsibilities and obligations identified in the job description. He would be working for the City on an hourly basis. He will not receive benefits, but he will receive an insurance stipend for health insurance. The terms of the agreement are for two years. He noted he is flattered that Council has asked him to do this. Councilmember Siakel asked if the start date of the agreement would be January 8, 2013, Interim City Administrator Joynes responded it would. Siakel stated from her perspective Interim City Administrator Joynes has done a terrific job for staff, Council and for the community. Siakel moved, Hotvet seconded, approving the Agreement for Professional Services for the position of city administrator between Midwest Government Advisors (_MGA) and the City as presented with an effective start date of January 8, 2013. Councilmember Hotvet stated she is happy that Interim City Administrator Joynes has chosen to do this. Mayor Zerby stated Council and staff are excited to have Interim City Administrator Joynes on board. He then stated great progress has been made over the last six months. He noted he is looking forward to the next two years. Motion passed 510. REPORTS/PRESENTATIONS A. Recognition of Service of Former Mayor Christine Lizee Mayor Zerby recognized former Mayor Christine Liz& as a good friend and a good servant for the City of Shorewood. She served the City extraordinarily well. He stated he cannot think of another individual CITY OF SHOREWOOD SPECIAL COUNCIL MEETING MINUTES January 7, 2013 Page 5 of 5 who has made a greater impact on the City and community. He explained Chris served as an elected official for fourteen years. Eight years (1999 — 2006) as a councilmember and six years (2007 — 2012) as mayor. Prior to that, she was a member of the Planning Commission from March 1995 — June 1998. He highlighted a subset of the accomplishments Council made with Liz6e's guidance. They include things such as a renovating City Hall, new park buildings, new public safety facilities, community gardens, and organized recycling. He expressed his confidence that Liz6e will continue to be involved in the community. He stated words cannot express the City's gratitude to her. He presented her with a traditional walnut plaque. The plaque states "Presented by the City of Shorewood Council to Christine Lizee in appreciation of her fourteen years of dedicated service to her community" and then it lists her dates. The plaque had a gavel mounted on it. He replaced it with the gavel she used at the dais during her six years as mayor. There was a standing ovation from those present. Former Mayor Liz& thanked Mayor Z,erby. She stated it has been an honor and a pleasure to work with City staff, Council and members of the community. She then stated a lot of good things were done and there are a lot of good things yet to do and she is sure they will get done. She thanked everyone. 8. ADJOURN Sundberg moved, Woodruff seconded, Adjourning the City Council Special Meeting of January 7, 2013, at 6:17 P.M. Motion passed 5/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder ATTEST: S61t Zerby, ayor Jead Panchyshyn, Depu City Clerk