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HomeMy WebLinkAboutMay 03, 2016 Minutes D R A F T OFFICIAL PROCEEDINGS OF THE S14AKOPEE CITY COUNCIL REGULAR SESSION LOCATION Council Chambers City Hall 129 Holmes Street South May 3,2016 SHAKOPEE MINNESOTA 7:00 p.m. 1. Roll Call Present: Mayor Bill Mars; Councilmember Matt Lehman; Councilmember Jay Whiting; Councilmember Kathi Mocol;Councilmember Mike Luce Staff City Administrator Bill Reynolds; Public Works Director/Engineer Bruce Loney;Finance Director Present: Darin Nelson; Parks and Recreation Director Jamie Polley;Police Chief Jeff Tate;Fire Chief Rick Coleman; City Attorney Jim Thomson; City Clerk Lori Hensen;Planner Alex Sharpe 2. Pledge of Allegiance 3. Approval of Agenda Mr.Reynolds stated that a corrected map has been added to Item number 4.C.2.,Approve a traffic control change for 11th Avenue from Tyler Street to Jefferson Street. Moved by Councilmember Jay Whiting, Seconded by Councilmember Mike Luce to approve the Agenda as amended. Vote: 5 -0 4. Consent Business-(All items listed in this section are anticipated to be routine. After a discussion by the Mayor there will be an opportunity for members of the Council to remove any items from the consent agenda for individual discussion. Those items removed will be considered following the Public hearing portion of the agenda. Items remaining on the Consent Agenda will not be discussed and will be approved in one motion.) Item 4.C.2.,Approve a traffic control change for 11th Avenue from Tyler Street to Jefferson Street, was removed by Cncl. Lehman for further discussion. Item 4.E.2.,Approval of a marketing agreement for the new Shakopee Ice Arena,was removed by Cncl.Lehman for further discussion. Item 4.E.3.,Approval of the Shakopee Youth Hockey Association ice rental agreement for 2017 through 2022,was removed by Cncl. Lehman for futher discussion. Item 4.E.4., Approval of the Shakopee School District ISD 720 Ice Rental and Team room agreement,was removed by Cncl. Lehman for further discussion. Item 4.E.5., Shakopee Sponsorship Agreement,was removed by Cncl.Lehman for futher discussion. Item 4.E.6.,Acceptance of a monetary donation from the Shakopee Jaycees,Res.No. 7724,was removed by Cncl. Lehman for further discussion. Moved by Councilmember Matt Lehman,Seconded by Councilmember Mike Luce to approve the Consent Agenda as amended. Vote: 5 - 0 A. Planning and Development 1. *Shakopee Bike Month and Bike to Work Day Proclamation(A) Motion to adopt a proclamation of May as Bike Month and May 20 as Bike to Work Day. (Motion carried under the Consent Agenda) B. Police and Fire C. Public Works and Engineering 1. *Extension Agreement with WSB &Associates, Inc.to Perform a Drainage Study for the East Outlet of the Amazon Site(B) Motion to authorize the appropriate city officials to enter into an extension agreement with WSB, Inc.to perform a drainage study for the east outlet of the Amazon site. (Motion carried under the Consent Agenda) 2. *Approve a Traffic Control Change for 1 Ith Avenue from Tyler Street to Jefferson Street(E) Approve a Traffic Control Change for 11th Avenue from Tyler Street to Jefferson Street outlined in this memo. A petition was received in August,2015 for yield signs on intersections on 11th Avenue from Tyler Street to Jefferson Street. These intersections are uncontrolled intersections and have had petitions by residents submitted for intersection studies over the past years. The Traffic Safety Review Committee(TSRC)spent several meetings working on this petition and to have staff compile the traffic volumes and accident history. Staff did prepare a drawing showing the accidents and traffic volumes at the intersections requesting for study. Rationale for the use of yield signs by the TSRC is as follows: 1. The extremely long north/south blocks in this area. 2. The observation of drivers of cast/west and north/south believing they both have the right of way. 3.Recent studies have shown that Yield Signs are effective in certain low volume intersections with adequate sight distance and to establish the right of way at uncontrolled intersections. Cncl.Lehman stated he removed this Item for further discussion because he has concerns regarding the number of signs that are proposed to be added.Mr. Loney responded to Cncl.Lehmans concerns. Moved by Councilmember Matt Lehman,Seconded by Councilmember Mike Luce to approve a motion approving the traffic control changes on 11th Avenue from Tyler Street to Jefferson Street as outlined in this memo and the attached drawing. Vote: 5 -0 3. *Emerald Ash Borer Treatment Contract(A,C,D,E) Motion to authorize the appropriate city officials to enter into a contract based on a quoted from Rainbow Treecare to provide tree injection services for public and private ash trees,protecting them against emerald ash borer. (Motion carried under the Consent Agenda) D. Personnel E. Parks and Recreation 1. *Acceptance of a Donation for the Shakopee Fun For All Playground,Res.No. 7722 (A,B,D) Motion to adopt Resolution No. 7722,a resolution of the City of Shakopee,Minnesota,accepting a $5,000.00 donation from Farmer and Sue Marschall for the Shakopee Fun For All Playground, and move its adoption. (Motion carried under the Consent Agenda) 2. *Approval of a Marketing Agreement for the New Shakopee Ice Arena(C,D) Ms. Polley addressed the Council regarding the approval of a Marketing Agreement for the New Shakopee Ice Arena. In previous years the City Council has authorized the Shakopee Youth Hockey Association(SYHA)to coordinate the advertising in the current arena. The SYHA sold, coordinated and collected the advertising revenue.A portion of the revenue was paid to the city and the remaining revenue was utilized as fundraising. With the construction of a new two sheet ice arena, staff feels that the city should be more involved with the advertising, receiving a larger portion of the revenue. Ms. Polley stated that the sale of advertising in ice arenas is an effective way of increasing revenues, however the process of selling the advertising requires a great deal of staff time to do it effectively. The SYHA has contracted with Fun2Raise Marketing and Events the past year and a half for assistance in selling the advertising in the current rink. The SYHA did not have the personnel to sell the advertising to it's greatest potential. In contracting the sale of advertising the SYHA's revenue increased by$10,000. Staff has researched and requested proposals from marketing firms in addition to Fun2Raise. Fun2Raise Marketing and Events was the only firm to submit a proposal and comes highly recommended. Ms. Polley stated that Fun2Raise Marketing and Events is willing to offer the city a 60/40 spit with the city receiving 60%of the revenue. Fun2Raise will be responsible for all services required including securing the sponsorships,preparing the ads,displaying the ads, etc. The city will approve all advertising within the arena and advertising will be limited to the dasher boards,zambonis, in ice ads and wall banners. Cncl. Lehman removed this Item for further discussion. Mayor Mars stated that, in his opinion,the zambonis are very visible and the advertising space on them could be worth a great deal of money. Mayor Mars asked how the "in ice" logos would be handled in regards to the sponsorships.Ms. Polley responded that the "in ice" sponsorships could be reduced or removed all-together from the agreement. She added that the zamboni advertising could also be removed from the agreement. Cncl. Luce stated that, in his opinion,the City should not split any advertising dollars with the Hockey Association. Discussion: Mayor Mars stated that he would like to remove the zambonis from the Agreement. Cncl. Whiting stated that he would accept this as an amendment to his motion. Cncl. Mocol seconded the amendment. Cncl. Luce stated that it was his understanding that the original agreement stated that the Hockey Organization parents would be responsible for the fundraising.Ms. Polley replied that the original agreement does not specify the hockey association parents. She added that the Hockey Organization is volunteer. Moved by Councilmember Jay Whiting,Seconded by Councilmember Kathi Mocol to approve a Marketing Agreement with Fun2Raise Marketing and Events for the sale of advertising in the new Shakopee Ice Arena,not including the zambonis, and authorize the appropriate city staff to execute the agreement, and authorize the appropriate staff to execute an agreement with the SYHA to split the city's portion of the advertising revenue at a 35/25 split for the term of the marketing agreement. Vote: 3 -2 Opposed: Councilmember Matt Lehman Councilmember Mike Luce 3. *Approval of the Shakopee Youth Hockey Association Ice Rental Agreement for 2017 through 2022 (C,D) Ms. Polley addressed the Council regarding approval of the Shakopee Youth Hockey Association Ice Rental Agreement for 2017 through 2022 and asked Council to approve an ice rental agreement with the Shakopee Youth Hockey Association for the new two sheet ice arena. Ms. Polley explained that the Shakopee Youth Hockey Association(SYHA) is the city's largest renter of ice time,renting 825 hours per year for a total amount of$165,000. The SYHA also purchases an additional 160 hours of ice time at other rinks totaling$32,000. Over the years the SYHA has expressed the need for additional practice and game space similar to all of the other youth sports associations that continue to grow. The difference with the SYHA is that they only have one space for their entire program enhancing their need for additional space to operate a successful youth hockey program. The staff recommended agreement requires the SYHA to guarantee the city the purchase of 1400 hours per year for five years. The 1400 hours include practice and game time.The SYHA has agreed to pay: •$215/hour for the first two years($301,000/year) •$220/hour for years three and four($308,000/year) •$225/hour in year five($315,000). The amounts agreed to are above the market rate which is set each year by the City Council in the city's fee schedule. The current market rate is$200/hour with an anticipated increase to$210/hour in 2017. The SYHA will be allowed to purchase additional hours above the 1400 after all school district and city activities have been scheduled. The SYHA agrees to pay the rate established for their previous 1400 hours (i.e.$215/hour in year one and two, etc). Cncl.Luce stated that Lakeville rate is higher than the proposed rate for the new arena. Ms.Polley stated that Lakeville has one of the highest rates. Cncl. Lehman stated that most Cities are charging lower ice time fee's than the rates that are being proposed for Shakopee's new arena, but this arena will be brand new.Ms. Polley responded that staff are proposing to raise rates for the first full season in the new arena. Discussion: Cncl.Luce asked if the School district will continue to purchase ice time at other locations. Ms. Polley replied not to her knowledge. Cncl.Luce stated that, in his opinion,they should be required to only use the ice at the new arena. Cncl.Mocol stated that the players and families who will be utilizing the new arena will be able to purchase memberships as well instead of purchasing memberships at other locations. Mayor Mars stated that he feels this is a good agreement. He has seen previous proposals where the rate was less. He added that hockey is not a cheap sport to play or maintain. Cncl.Lehman asked if a membership will be required to use the ice arena.Ms.Polley replied no. Cncl.Luce asked if there was a clause in the agreement that would allow the City to raise the rates in the case of energy costs going up. Ms.Polley stated that the new area is being built with a high efficiency refrigeration system as well as energy efficient lighting. Moved by Councilmember Kathi Mocol, Seconded by Councilmember Jay Whiting to approve the Ice Rental Agreement with the Shakopee Youth Hockey Association and authorize the appropriate staff to execute the agreement. Vote: 3 -2 Opposed: Councilmember Matt Lehman Councilmember Mike Luce 4. *Approval of the Shakopee School District ISD 720 Ice Rental and Team Room Agreement(C, D) Ms. Polley addressed the Council regarding approval of the Shakopee School District ISD 720 Ice Rental and Team Room Agreement and asked Council to approve an agreement for the use of the city ice arena by the Independent School District No. 720. Ms. Polley explained that the Shakopee varsity and junior varsity hockey teams call Shakopee Ice Arena their home rink. Second to the Shakopee Youth Hockey Association the school district hockey teams are the second largest renter of ice time,renting approximately$50,000 worth of ice time per year. The varsity and junior varsity teams currently share ice time and are allocated the hours immediately after school for their practice time. Priority scheduling is currently given to the School District for all game times. The construction of the new ice arena will include team rooms for the hockey teams.A boys and girls team room were added to the facility and will allow the student athletes to keep their equipment at the rink during the hockey season.An agreement between the School District and the city has been negotiated for use of the team rooms and contracted ice time. The agreement includes: .A 20 year term from December of 2016 through March 31,2037. .School District will build out team-rooms at the district's cost .The School District will pay$125,000 per year that will include: .Practice time up to 30 hours per week during designated times or as approved by the city,additional hours will be charged at market rate as set in the city's fee schedule. .All game times reserving a 4.5 hour block .Use of team and coaches rooms .All post-season home games Cncl.Lehman asked what the per hour breakdown is. Ms.Polley responded is would breakdown to $290.00 per hour. Cncl. Lehman asked why the amount is higher than practice.Ms.Polley responded that the practice rate is less because it is during non prime hours. Cncl.Lehman stated he would like to see a clause added for termination due to appropriation to protect the City as the School has added this terminology to protect itself. He stated it is his understanding that is the high school does not appropriate high school hockey they can cancel the agreement,and the City will be obligated to return any unused funds that we have been paid. Mr. Reynolds stated that is correct. Cncl.Lehman stated that it is his understanding by the way the agreement reads that is the City can no longer operate the facility that we would be required to continue operations for 20 years. Mr. Reynolds replied that if for any reason the City stops operations due to a natural disaster or otherwise there would not be a facility to operate, and therefore there is no longer a contract. Cncl. Lehman stated that, in his opinion,the City is not protected by the clause. Councilmember Whiting made a motion to approve the Agreement for Use of the City Ice Arena by the Independent School District No. 720 and authorize the appropriate staff to execute such agreement. Councilmember Mocol seconded. Discussion: Cncl.Lehman stated that he would like explanation of item number 18 in the proposed agreement. Mr. Biggerstaff,the City Attorney, stated that the non appropriation clause in the agreement is standard and does provide protection for the City,but to his knowledge there is no terminology that gives the City the ability to terminate the agreement. Mayor Mars stated he is not in favor of the term length in the agreement, in his opinion 20 years is a long term to enter into a contract. The Mayor added that he has difficulties with the clarity of the agreement as well.He stated that he would prefer a 10 year agreement, and recommends tabling this item. Cncl. Lehman stated that he wants an escape clause for the City written into the agreement, and he would like a more detailed breakdown of the numbers. Discussion: Cncl.Lehman stated that he would like staff to work on the following issues with the agreement; add an escape clause for the city under item number 18,provide a more detailed breakdown on the numbers,update the term length to 10 years rather than 20 years, and factor utility cost increases into the agreement. Mayor Mars stated that, in his opinion,these agreements are vitally important to the success of the Community Center. Cncl.Luce added that he would like to see the concession stand operations spelled out so that it is clear who will be running the concession stand. Ms. Polley replied that the agreement being discussed does not include the concession stand. She added that the concession stand agreement will come in fron of the Council at a later date. Moved by Councilmember Matt Lehman,Seconded by Councilmember Mike Luce to table approval of the Shakopee School District ISD 720 Ice Rental and Team Room Agreement. Vote: 3 -2 Opposed: Councilmember Jay Whiting Councilmember Kathi Mocol 5. *Shakopee Sponsorship Agreement(B, C,D) Ms. Polley addressed the Council in regards to a Shakopee Sponsorship Agreement. This agreement coincides with the city's approved Sponsorship Policy. Ms. Polley explained that the City Council adopted a Sponsorship Policy and Sponsorship Brochure on November 17,2015. With the construction of the new ice arena and renovations to the Community Center a number of new facilities will become available. The sponsorship program is a significant tool for the city to utilize to seek sponsors that further the city's mission by providing monetary or in-kind support for the city.These sponsorships will include naming rights for the new facilities. Once a sponsor is secured for the Community Center and ice arena project,an agreement will be required to set the terms of the sponsorship such as amount,payment terms and term length.The City Attorney's office has developed the attached Sponsorship Agreement that coincides with the recently adopted Sponsorship Policy. Per the Sponsorship Policy all donations exceeding$500,000 or including naming rights must be approved by the City Council. Cncl. Lehman expressed concern that there are not a clear guidelines pertaining to the policy. Ms. Polley stated that the policy is an overall City donation policy. She added that the policy has four different levels to help determine who has the authority to accept a donation. Ms. Polley then reviewed the different levels with Council. Mr. Reynolds addressed Cncl.Lehmans concerns and stated that staff will work to create more clear guidelines for the policy. Discussion: Ms. Polley stated that in July of 2009 she brought forward the Shakopee Sponsorship Program booklet. She will work to reorganize the program booklet and bring it back to Council. Moved by Councilmember Matt Lehman,Seconded by Councilmember Jay Whiting to approve a Sponsorship Agreement to coincide with the city's approved Sponsorship Policy, and direct staff to clarify sponsorship guidelines in the policy. Vote: 5 -0 6. *Acceptance of a Monetary Donation from the Shakopee Jaycees,Res.No.7724(A,D) Ms. Dvorak addressed the Council regarding the acceptance of a Monetary Donation from the Shakopee Jaycees,Res.No.7724, a resolution of the City of Shakopee,Minnesota, accepting a monetary donation in the amount of$6000.00 from Shakopee Jaycees. Ms. Dvorak explained that the City has received a monetary donation from Shakopee Jaycees in the amount of$6000.00. This donation is to be used to purchase Jox Boxes for some of the softball fields at Tahpah Park.The City of Shakopee appreciates the generosity of Shakopee Jaycees,which helps support the City's parks and recreation services, specifically activities taking place at Tahpah Park. Matthew Duffy, JCI Shakopee,presented a $6,000.00 to the City of Shakopee. Moved by Councilmember Jay Whiting,Seconded by Councilmember Matt Lehman to approve Resolution No. 7724,a resolution of the City of Shakopee,Minnesota Accepting the Monetary Donation from the Shakopee Jaycees and move its adoption. Vote: 5 - 0 F. General Administration 1. *City Bill List(F) Motion to approve the bills and electronic funds transfers in the amount$728,392.03,payroll transfers in the amount of$457,463.93 for a total of$1,185,855.96. (Motion carried under the Consent Agenda) 2. *City Council Meeting Minutes(F) Motion to approve the minutes of April 19,2016. (Motion carried under the Consent Agenda) 3. *VFW Request to Allow Alcohol to be Consumed in Parking Lot for Fundraiser(F) Motion to approving the suspension of city code 114.11 and granting permission to the VFW to have a fenced section of their parking lot to be used for a fundraiser on May 21,2016 between the hours of noon and 11:00 p.m. (Motion carried under the Consent Agenda) 5. RECOGNITION OF INVOLVED CITIZENS BY CITY COUNCIL-Provides an opportunity for the public to address the Council on items which are not on the agenda. Comments should not be more than five minutes in length. The Mayor may adjust that time limit based upon the number of persons seeking to comment. This comment period may not be used to make personal attacks,to air personality grievances,to make political endorsements or for political campaign purposes. Council Members will not enter into a dialogue with citizens, and questions from Council will be for clarification only. This period will not be used to problem solve issues or to react to the comments made,but rather for informational purposes only. There was none. 6. Public Hearings: 7. Business removed from the Consent Agenda will be discussed at this time Please see Items: 4.C.2. 4.E.2. 4.E.3. 4.E.5. 4.E.6. 8. Recess for Economic Development Authority Meeting: 9. Reconvene 10. General Business: A. Planning and Development 1. Appeal of Board of Adjustment and Appeals Decision to revoke the Conditional Use Permit for Vehicle Service and Repair and Exterior Storage at 593 Citation Drive(F) Mr. Sharpe presented an Appeal of Board of Adjustment and Appeals Decision to revoke the Conditional Use Permit for Vehicle Service and Repair and Exterior Storage at 593 Citation Drive, Resolution No. 7723, denying the appeal of Louis Ratemo,which upholds the Board of Adjustment and Appeals revocation of the CUP(Conditional Use Permit)at 593 Citation Drive for Vehicle Repair and Exterior Storage. Mr. Sharpe explained that Louis Ratemo and Javier Rodriquez were granted a CUP for their business, Genuine Auto at 593 Citation Drive, in April 2015. The CUP allowed auto service&repair and exterior storage of licensed vehicles. One of the conditions of approval was a yearly review of their business operations. This condition was added due to the business initially operating without a CUP, and due to several code violations. On April 7,2016,The Board of Adjustment and Appeals(BOAA)performed the yearly review of the CUP and with a supporting staff recommendation,voted unanimously to revoke the CUP. The Board found that the applicants were not meeting four(4)of the 16 conditions included in the CUP approval. Mr. Sharpe explained that staff periodically checked on the business operations during the first year. Several verbal warnings were given over the condition of the site throughout the winter,with a formal warning issued on February 10,2016. The applicants were given 30 days to correct the issues listed in the warning citation. Planning staff also issued a warning letter informing the applicants of their CUP review and detailing the code violations.A citation was issued on March 28, 2016 as the site was not brought into compliance. Several scrap cars were also ticketed for parking on Citation Drive,though it is unclear whether these were the applicants'vehicles. These vehicles have since been removed. Planning staff visited the site on March 30 to check on the progress of bringing the site into compliance. While there was improvement on the site, approximately 1/3 of all vehicles on the site were not properly licensed, a condition of the CUP approval and a code provision.There were also 3 scrapped vehicles blocking drive lanes through the parking lot. Vehicle parts, including doors, windows,mufflers and engines,were sitting out in the open on the site. Cncl. Mocol asked how many outside complaints have been received about this property.Mr. Sharpe replied one. Cncl.Lehman asked if the business was a body shop. Mr. Sharpe answered Yes. Cncl.Lehman stated that Scott County requires a certain permit for this type of business.Mr. Sharpe stated that the applicants are currently in compliance with Scott County. Mayor Mars asked the applicant to come forward and address Council. The applicant was not present. Discussion: Cncl.Lehman stated that the owners had all expectations listed out for them when they obtained the CUP.Mr. Sharpe added that the applicant has three CUP's in the City of Shakopee. Moved by Councilmember Jay Whiting, Seconded by Councilmember Mike Luce to approve Resolution No. 7723, denying the appeal of Louis Ratemo,which upholds the Board of Adjustment and Appeals revocation of a CUP at 593 Citation Drive for Vehicle Repair and Exterior Storage. Vote: 5 - 0 B. Police and Fire 1. Police Department Annual Report Police Chief Jeff Tate presented the Police Department Annual Report to City Council. Cncl.Whiting congratulated Chief Tate on all of the awards that have been won by the department, and the professional service they provide to the City.He added that, in his opinion,the new drug recovery program is very innovative. Mayor Mars thanked Chief Tate for keeping the community safe. Cncl. Lehman thanked Chief Tate for the service to the community. C. Public Works and Engineering D. Personnel E. Parks and Recreation 1. Shakopee Prior Lake Water Ski Association Repayment Agreement(C,D) Ms. Polley addressed the Council regarding the Shakopee Prior Lake Water Ski Association Repayment Agreement to discuss approving a repayment agreement for the Shakopee Prior Lake Waterski Association(SPLWSA)of funds committed to for public improvements. As part of the purchase agreement the city entered into a use agreement until December 31,2031 with the Shakopee Prior Lake Waterski Association for continued use of the water for their waterski practices and shows. SPLWSA agreed to contribute toward the cost of public improvements to the property, in addition to funding any SPLWSA-specific improvmenets.Per the agreement,the minimum amount of all SPLWSA financial assistance is 50%of the total costs of establishing pedestrian and vehicular public access to the property,up to a maximum limit of$315,000. The amount owed to the City is due when public access to the property is established.Public access was completed in 2014. In addition,the agreement states that if the SPLWSA is unable to pay the full remaining portion of the access costs,the city will enter into a repayment agreement allowing the SPLWSA to pay the balance over the remaining term of the use agreement.Payments due under the repayment agreement will be due annually on or before June 1 st and interest on the unpaid principal amount shall accrue at an annual interest rate equal to the interest rate for special assessments that is in effect as of the date of the repayment agreement.According to the City's Finance Director the current special assessment interest rate is 5%. Mike Thibault,President of the Shakopee Prior Lake Waterski Club, addressed the Council and explained the work that the club has done around the lake to improve it, as well as plans for future improvements. Cncl.Whiting asked if the Ski Club receives donations from Charitable gambling.Mr. Thibault answered yes. Cncl.Lehman explained his concerns in regards to the agreement. Cnel.Whiting stated that the club has known for 10 years that the interest would need to be paid, and he feels the contract should be followed. Cncl.Mocol stated that this has been a long term contract that the club knew would need to be repaid when they entered into it. She feels that the possibility of renegotiating the contract would not be beneficial to the club. She does not approve of granting the forgiveness. Discussion: Cncl.Luce stated that he approves of granting the reduction of interest. Mayor Mars stated that the agreement has been in place for many years, and in his opinion,the chub will possibly see a lot of success in the future. Moved by Councilmember Matt Lehman,Seconded by Councilmember Kathi Mocol to approve the Repayment Agreement for the SPLWSA and authorize the appropriate staff to execute such agreement. Vote: 4- 1 Opposed: Councilmember Mike Luce F. General Administration 1. Quarterly Financial Report(C) Mr.Nelson presented a Quarterly Financial Report to give the Council a more detailed quarterly update. Mayor Mars stated that, in his opinion,the financial presentations provide great value. 2. 2016 City Council Workplan Review(A-F) Mr. Reynolds presented the 2016 City Council Workplan Review. Mr. Reynolds explained that on February 9, 2016, City Council pursuant to Mayor Mar's request participated in a Special Council Workshop to discuss the priorities of work for the city. A formalized plan was adopted on February 16,2016.As part of the quarterly review of the plan,there will be discussion on action/decision points on certain items and request clarification and guidance where necessary. No Action was taken on this item. 3. Draft Policy for Appointment and Operation of Boards and Commissions Mr.Reynolds presented a Draft Policy for Appointment and Operation of Boards and Commissions and reviewed input on the draft policy. Mr. Reynolds reviewed the past policies and practices regarding the operation of the interview committee made apparent the need for updating the process in terms of best practices and law. The draft policy provides that update and incorporates the city's past policy and past practice. Action has not taken place with the current policy since 2002. After much Council discussion it was determined that interviews will be required for all applicants to Boards and Commissions including incumbents. Staff will coordinate interview times. It was also determined that if the Vice Chair is unable to serve on an interview Committee for Boards or Commissions interviews, the Board will be asked to appoint a member who is not up for re-election to serve on the interview Committee. Cncl.Lehman stated that the City Council needs to know the process they will use use to narrow a pool of candidates. Mr. Reynolds agreed, Cncl. Whiting stated that a process should be in place to notify all applicants whether they were selected for a Board or Commission, or not. Mr. Reynolds stated that it is the responsibility of the City Clerk to notify applicants the day after the meeting. Mayor Mars agreed that it is very important to notify all applicants, Cncl. Luce suggested sending an email the next day, as well as sending a signed letter from the Mayor. The Councilmembers, along with Mr. Reynolds, discussed the draft policy in it's entirety and determined additional wording that is needed as well as changes that should be made. 11. Liaison &Administrator Reports The Council Members presented their Liaison Reports. The City Administrator presented his Administrator's report to the Council. 12. Other Business Cncl. Luce asked if there was an expiration on submissions of Per Diem reports. Mr. Reynolds answered that there was not an expiration, but he would discuss the matter with Mr.Nelson. 13. Adjourn to May 17,2016 at 7:00 p.m. Moved by Councilmember Matt Lehman, Seconded by Councilmember Mike Luce to adjourn. Vote: 5 - 0 Lori He City Cl */ Heidi Emerson Recording Secretary