VII.2. 2023 City Council Meeting Schedule and Events and Policy Review; Mornson CITY OF HOPKINS
Memorandum
To: Honorable Mayor and Council Members
From: Mike Mornson, City Manager
Date: October 4, 2023
Subject: 2023 City Council Meeting Schedule and Events and Policy Review
_____________________________________________________________________
PURPOSE
Staff will provide information on the proposed 2023 meeting schedule and events,
proposed meeting changes and updated policy related to meeting scheduling.
INFORMATION
Staff is proposing changes to Legislative Policy 2-C related to City Council meetings as
follows:
•Regular City Council meetings are currently held the first and third Tuesday of
each month and work sessions the second Tuesday. Staff is proposing to
change work sessions to regular meetings for 2023. The proposed change would
result in Council being allowed to take action at all meetings. The change would
also provide staff flexibility in placing items on agendas for especially planning or
development proposals. (Draft policy attached)
•Adding language to encourage public engagement during the decision-making
processes and provides a framework for avoiding significant days of religious
and cultural observance that may preclude participation.
The 2023 meeting schedule and events calendar has been drafted and attached.
Changes from the normal Tuesday dates listed above have been amended as follows:
•JANUARY: In addition to the regular meetings – Goal Setting is January 6 and
State of the City Event is January 26
•JULY: No meeting the first Tuesday due to July 4th holiday
•AUGUST: National Night out is Tuesday, August 1 – moved regular meeting to
Monday, July 31
•SEPTEMBER: Park Board meeting falls on new adopted holiday (Yom Kippur) –
moved meeting to September 18
•NOVEMBER: Election Day is Tuesday, November 7 moved meeting to Monday,
November 6
•DECEMBER: Park Board meeting falls on Christmas Day – moved regular
meeting to Monday, December 18
•DECEMBER: Determine if extra meeting date is needed for Truth-in-Taxation
hearing.
ADMINISTRATION
FUTURE ACTION
City Council consideration of the meeting schedule and amended policy is set for
October 18 regular meeting.
Legislative Policy Manual -- Chapter 2-C 1
POLICY 2-C
CITY COUNCIL MEETINGS
1. PURPOSE
1.01 The purpose of this policy is to establish guidelines for setting the schedule, agenda
management, public comment and staff attendance at City Council meetings.
1.02 The policy encourages public engagement during the decision-making processes and
provides a framework for avoiding significant days of religious observance that may
preclude participation. The City acknowledges that it is not possible to recognize all days
of religious observance without significantly impacting the City's ability to conduct
business or restricting participation by holding multiple public meetings at the same time.
2. MEETINGSSETTING MEETING SCHEDULES
2.01 Regular scheduled meetings of the City Council are on the first and third Tuesday of each
month.City Council regular meetings are scheduled monthly for the first, second and third
Tuesday.
2.02 City Council Work Sessions are scheduled for the second Tuesday of each month. During
Work Sessions items are discussed but not voted on until a future regular meeting.
2.03 City Council meetings and Work Sessions may be scheduled on other days, by vote of the
Council, if the regular meeting conflicts with elections, holidays, or due to lack of quorum.
Prior to the start of a new year, the City Clerk will develop a calendar and identify any
conflicts with regularly–scheduled meetings. Conflicts may include elections, state
recognized holidays, religious and cultural observances, conferences or lack of quorum.
2.04 In addition to holidays on which the city offices are closed, City Council and
board/commission meetings will not be scheduled on the following days of religious and
cultural observance that include significant work restrictions:
• Good Friday (Christian)
• Christmas Eve (Christian)
• Evening before and day of Yom Kippur Jewish)
• Evening before and two days of Rosh Hashanah Jewish)
• Evening before and first two days of Passover Jewish)
• Eid al Fitr (Muslim)
• Eid al Adha (Muslim)
• The third day of Diwali (Hindu)
• Juneteenth (June 19)
• Indigenous People’s Day
2.05 When a scheduling conflict exists, the City Clerk will identify an alternative date. The City
Legislative Policy Manual -- Chapter 2-C 2
Council and Boards/Commissions will review meeting date changes prior to publishing the
calendar.
2.06 Special meetings called for emergency purposes would be exempt from these restrictions.
City staff and committee /working group chairs are also encouraged to avoid scheduling
public meetings or other forums on these dates.
3. CITY COUNCIL AGENDA MANAGEMENT
3.01 The City Council agenda is assembled by the City Manager's office.
3.02 Council Agendas are distributed to the City Council on the Thursday prior to each Council
meeting and posted on the City’s website for public review.
4. PUBLIC COMMENT
4.01 The City Council offers members of the public the opportunity to comment on items of
public interest. This portion of the agenda is for issues that are not included on an agenda
or are not in the application process at City Hall.
4.02 No Council action should be expected during Public Comments, as the Council needs to
thoroughly study all proposals or requests not of a routine nature.
4.02 To make public comment before the City Council the request should be made on the form
provided in the Council Chambers. The form requires a brief summary of the issue or
topic to be addressed.
4.03 Individuals have three minutes to speak and are asked to provide their name and address
for the official record.
4.04 Comments that are abusive, vulgar, offensive, racist, threatening or harassing, personal
attacks of any kind, or offensive terms that target specific individuals or groups will not be
tolerated.
4.04 Public Comment is not solicited at Work Session meetings.
5. STAFF ATTENDANCE AT CITY COUNCIL MEETINGS
5.01 Generally, it is not necessary for division and department directors to attend City Council
meetings unless an item appears on the agenda which may require specific, detailed
explanation from a departmental representative or unless requested to attend by the City
Manager. When attending a Council meeting, the division or department director should
look to the City Manager for guidance as to when to respond to questions or to volunteer
information. The City Manager always has the option of "fielding" any question from a
member of the City Council.
5.02 No employee shall bring any official business before the City Council without the express
permission of their department director. No department director shall grant this permission
or discuss a problem themselves with the City Council without the City Manager's
approval. Unanticipated items or emergency matters must also be discussed with the City
Manager before presentation or discussion with the City Council.
Legislative Policy Manual -- Chapter 2-C 3
Established 8/18/87
Revised 6/20/2022
City of Hopkins
Events City Holidays, Meetings, Elections and ConferencesJanuary 27: State of the City City Council/Planning Commission/Park BoardAugust 3: National Night Out Election Day
Misc. Events
Conferences
Potential Holidays observed
S M T W T F S S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 5 6 7 1 2 3 4 1 2 3 4 1
8 9 10 11 12 13 14 5 6 7 8 9 10 11 5 6 7 8 9 10 11 2 3 4 5 6 7 8
15 16 17 18 19 20 21 12 13 14 15 16 17 18 12 13 14 15 16 17 18 9 10 11 12 13 14 15
22 23 24 25 26 27 28 19 20 21 22 23 24 25 19 20 21 22 23 24 25 16 17 18 19 20 21 22
29 30 31 26 27 28 26 27 28 29 30 31 23 24 25 26 27 28 29
30
S M T W T F S S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 5 6 1 2 3 1 1 2 3 4 5
7 8 9 10 11 12 13 4 5 6 7 8 9 10 2 3 4 5 6 7 8 6 7 8 9 10 11 12
14 15 16 17 18 19 20 11 12 13 14 15 16 17 9 10 11 12 13 14 15 13 14 15 16 17 18 19
21 22 23 24 25 26 27 18 19 20 21 22 23 24 16 17 18 19 20 21 22 20 21 22 23 24 25 26
28 29 30 31 25 26 27 28 29 30 23 24 25 26 27 28 29 27 28 29 30 31
30 31
S M T W T F S S M T W T F S S M T W T F S S M T W T F S
1 2 1 2 3 4 5 6 7 1 2 3 4 1 2
3 4 5 6 7 8 9 8 9 10 11 12 13 14 5 6 7 8 9 10 11 3 4 5 6 7 8 9
10 11 12 13 14 15 16 15 16 17 18 19 20 21 12 13 14 15 16 17 18 10 11 12 13 14 15 16
17 18 19 20 21 22 23 22 23 24 25 26 27 28 19 20 21 22 23 24 25 17 18 19 20 21 22 23
24 25 26 27 28 29 30 29 30 31 26 27 28 29 30 24 25 26 27 28 29 30
31
Hopkins Projected Calendar 2023
Holiday - City Hall Closed or Holiday Observed
September October November December
January February March April
May June July August
Monday January 2 New Year's Day Holiday City Hall Closed
Tuesday January 3 HRA Meeting
Tuesday January 3 City Council Meeting
Friday January 6 GOAL SETTING
Tuesday January 10 City Council Meeting
Monday January 16 Martin Luther King Day City Hall Closed
Tuesday January 17 City Council Meeting
Monday January 23 Park Board
Tuesday January 24 Zoning & Planning Commission
Thursday January 26 STATE OF THE CITY
Tuesday February 7 HRA Meeting
Tuesday February 7 City Council Meeting
Tuesday February 14 City Council Meeting
Monday February 20 President's Day City Hall Closed
Tuesday February 21 City Council Meeting
Monday Feburary 27 Park Board
Tuesday February 28 Zoning & Planning Commission
Tuesday March 7 HRA Meeting
Tuesday March 7 City Council Meeting
Tuesday March 14 City Council Meeting
Monday March 21 City Council Meeting
Sunday March 26 NLC Conference (ends March 28)
Monday March 27 Park Board
Tuesday March 28 Park Board
Tuesday April 4 HRA Meeting
Tuesday April 4 City Council Meeting
Tuesday April 11 City Council Meeting
Tuesday April 18 City Council Meeting
Monday April 24 Park Board
Tuesday April 25 Zoning & Planning Commission
Tuesday May 2 HRA Meeting
Tuesday May 2 City Council Meeting
Tuesday May 9 City Council Meeting
Tuesday May 16 City Council Meeting
Monday May 22 Park Board
Tuesday May 23 Zoning & Planning Commission
Monday May 29 Memorial Day City Hall Closed
Tuesday June 6 HRA Meeting
Tuesday June 6 City Council Meeting
Tuesday June 13 City Council Meeting
2023 City Council Schedule
Monday June 19 Juneteenth
Tuesday June 20 City Council Meeting
Wednesday June 21 LMC Conference (ends June 23)
Monday June 26 Park Board
Tuesday June 27 Zoning & Planning Commission
Tuesday July 4 Independence Day Holiday City Hall Closed
Tuesday July 11 City Council Meeting
Tuesday July 18 City Council Meeting
Monday July 24 Park Board
Tuesday July 25 Zoning & Planning Commission
Monday July 31 HRA Meeting
Monday July 31 City Council Meeting
Tuesday August 1 NATIONAL NIGHT OUT
Tuesday August 9 State Primary Election
Tuesday August 8 City Council Meeting
Tuesday August 15 City Council Meeting
Monday August 21 Park Board
Tuesday August 22 Zoning & Planning Commission
Monday September 4 Labor Day City Hall Closed
Tuesday September 5 HRA Meeting
Tuesday September 5 City Council Meeting
Tuesday September 12 City Council Meeting
Monday September 18 Park Board
Tuesday September 19 City Council Meeting
Monday September 24 Yom Kippur
Tuesday September 26 Zoning & Planning Commission
Tuesday October 3 HRA Meeting
Tuesday October 3 City Council Meeting
Tuesday October 10 City Council Meeting
Tuesday October 17 City Council Meeting
Monday October 23 Park Board
Tuesday October 24 Zoning & Planning Commission
Monday November 6 HRA Meeting
Monday November 6 City Council Meeting
Tuesday November 7 Election Day General
Friday November 10 Veteran's Day Holiday City Hall Closed
Tuesday November 14 City Council Meeting
Wednesday November 15 NLC City Summit (ends Nov. 18)
Tuesday November 21 City Council Meeting
Thursday November 23 Thanksgiving Day City Hall Closed
Friday November 24 Thanksgiving Friday City Hall Closed
Monday November 27 Park Board
Tuesday November 28 Zoning & Planning Commission
Tuesday December 5 HRA Meeting
Tuesday December 5 City Council Meeting
Tuesday December 12 City Council Meeting
Monday December 18 Park Board Meeting
Tuesday December 19 City Council Meeting
Monday December 25 Christmas Day Holiday City Hall Closed
Tuesday December 26 Zoning & Planning Commission