Appointed Committees

CHANGE OF GOVERNMENT AD HOC COMMITTEE September 13, 2016 Page 1 Committee Members Present: Mark Jantzer, Dave Lehner, Shannon Straight, Scott Knudsvig, Lianne Zeltinger Members Absent None Others Present: Alderman Podrygula, Alderman Schuler, Alderman Sipma, Alderman Kossan, Kelly Matalka, Cindy Hemphill, Kelly Hendershot, Lisa Jundt, Derek Hackett, Dan Jonasson, Tami Stroklund Chairman Jantzer brought the meeting to order at 12:00 pm. Chairman Jantzer explained, the committee was appointed by the Mayor to make recommendations to Council regarding changes to the structure of the City Council. He further stated, citizen participation is welcome but if possible should be submitted in advance to the City Clerk so the committee can review information but keep the meetings running smoothly. Establishment of Meeting Dates Alderman Lehner moved the committee approve the schedule of meeting dates as follows: September 13th, 12:00 pm September 27th, 12:00 pm October 4th, 12:00 pm October 11th, 12:00 pm October 25th, 12:00 pm November 1st, 12:00 pm November 8th, 12:00 pm November 15th, 12:00 pm Motion seconded by Alderman Straight and carried unanimously. Alderman Straight brought up concerns that the members of the committee were not approved by the City Council. The City Attorney replied by stating, the minutes of the August 1, 2016 City Council meeting state: “Alderman Jantzer moved the City Council authorize the Mayor to appoint an ad hoc committee to discuss the upcoming changes to the City government. Motion seconded by Alderman Straight and carried [unanimously]” She continued by saying, a relevant opinion by the Attorney General provides that a committee appointed by the Mayor at the direction of the governing body that reports to the governing body is a Committee. CHANGE OF GOVERNMENT AD HOC COMMITTEE September 13, 2016 Page 2 The Acting City Manager then explained a memo provided to the committee, which is available upon request, outlining all of the changes that need to be made relative to current ordinances. Upon questioning by committee member Knudsvig, Ms. Hemphill replied by saying, each topic will be addressed by the committee following a recommendation by staff. She stated, if the committee members have input on an issue it can be added in advance of the meeting. Alderman Straight requested the information also be provided to the public prior to the meeting. Adopt Schedule and Topics of Discussion Alderman Lehner moved the committee adopt the following schedule of meeting topics: Date Agenda Item September 13 Overview/Redefining Quorum September 27 Terms of Council/Election Issues October 4 Council Committees October 11 Council Committees October 25 Meeting Schedule November 1 Council Compensation/Mayor November 8 Special Election November 15 Unresolved Issues Motion seconded by committee member Knudsvig and carried unanimously. Redefine Quorum/ Majority/ Super-Majority The Acting City Manager described a memo which was provided to the committee, and explained the current ordinance which outlines the required number of votes for a simple majority, two-thirds majority and a three-fourths majority. Under the six-person Council, the current requirements will not be possible, therefore, the committee needs to decide how to define a majority and super-majority. The recommendation from staff is to replace the terms “two-thirds” and “three-fourths” with “super-majority” when necessary. The City Attorney stated, a quorum of the Council will equal four members. Alderman Lehner moved the committee define a simple majority as four. Motion seconded by committee member Zeltinger and carried by the following roll call vote: ayes: Jantzer, Knudsvig, Lehner, Straight, Zeltinger. Alderman Lehner moved the committee define a super-majority as five. Motion seconded by committee member Knudsvig. Committee member Knudsvig asked the City Attorney if there is anything in the Century Code or in State CHANGE OF GOVERNMENT AD HOC COMMITTEE September 13, 2016 Page 3 law that defines majority or super-majority. The City Attorney stated, the only definition says, “some number much more than half of a total.” She continued by saying, the definitions are described in the City of Minot Code of Ordinances and therefore the City has the power to make changes. Upon questioning by Alderman Jantzer, the City Attorney stated, the necessity for a two-thirds or three- fourths majority is used for special elections and for some unusual situations in the Zoning Code. She explained, all of the language will be corrected upon approval of the changes. Alderman Lehner explained his reasoning for a five person super-majority opposed to a six person requirement. He stated, with only seven members on Council, it is conceivable members will be absent and does not want to hold items due to attendance. Alderman Straight commented on the importance of including the public on how changes are going to be implemented. He also stated, with the use of technology, Council members should attend all meetings, even if via conference call. Whereupon a vote was taken on the motion by Alderman Lehner, seconded by committee member Knudsvig and carried by the following roll call vote: ayes: Jantzer, Knudsvig, Lehner, Straight, Zeltinger. Adjournment There being no further business, the meeting was adjourned at 12:23 p.m. Respectfully Submitted, Kelly Matalka City Clerk