CR 95-45 Amend Legislative Policy 3-F
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March 15,1995 " ,'"' - 0 Council Report 95-045
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AMEND LEGISLATIVE POLICY #3-F
DISTRIBUTION OF MINUTES AND AGENDAS
ProDosed Action
Staff recommends that the Council approve the following motion: Move that the Hopkins City Council adopt
Resolution #95-19. amending Legislative Policy #3-F.
Adoption of this motion will amend the City's policy concerning the distribution of minutes and agendas.
Overview
In 1991, the City established a policy concerning the distribution of the minutes and agendas of public
meetings. Since that time Hopkins Community Promotions and the Hopkins Business Council have been
combined into the Hopkins Business and Civic Association. The City's policy now needs to be amended to
reflect this change.
Another change is to send minutes and agendas to members of the Neighborhood Advisory Board instead of
. the neighborhood presidents. The City has difficulty in keeping up with who is serving as a neighborhood
president. There are also neighborhoods which are not organized and therefore do not have presidents.
Finally, the cities of Edina and St. Louis Park have indicated that they no longer wish to receive copies of the
city council meeting agendas and minutes.
Primarv Issues to Consider
· What are the proposed changes?
Hopkins Community Promotions and the Hopkins Business Council have been replaced with the
Hopkins Business and Civic Association. Agendas and minutes will be sent to the members of the
Neighborhood Advisory Board instead of to neighborhood presidents. The cities of Edina and St.
Louis Park will no longer receive city council meeting agendas and minutes.
SUDDortine Information
· Resolution #95-19
· Legislative Policy #3-f
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James A. Genellie
'. Assistant City Manager
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. CITY OF HOPKINS
Hennepin County, Minnesota
RESOLUTION NO. 95-19
WHEREAS, the City Council of the City of Hopkins has approved a document entitled the
Legislative Policy Manual to provide uniform guidelines on City policies so that actions taken
are consistent and fair; and
WHEREAS, additions and revisions to this manual may be implemented by resolution of the City
Council; and
WHEREAS, the Hopkins City Council has determined that Legislative Policy #3-F needs to be
amended in order to incorporate changes that have occurred since its adoption;
NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Hopkins hereby
amends the attached Legislative Policy #3-F.
. Adopted by the City Council of the City of Hopkins this 21st day of March, 1995.
By
Charles D. Redepenning, Mayor
ATTEST:
James A. Genellie, City Clerk
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POLICY 3-F
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DISTRIBUTION OF MINUTES AND AGENDAS
1. PURPOSE
1. 01 The purpose of this policy is to provide guidance on the reproduction and distribution of
agendas and minutes of the City Council and its official boards, committees and
commISSIOns.
2. GENERAL
2.01 Agendas and minutes of the City Council and its official boards, committees and
Commissions are public documents. Agendas and minutes are available to the public for
inspection and review by anyone wishing access to them during normal business hours.
3. COPIES OF AGENDAS AND/OR MINUTES
3.01 Anyone who comes to City Hall may, upon request, receive a copy of the agenda for any
upcoming meeting and/or the minutes of the most recent meeting of the City Councilor
any board or commission free of charge.
. 3.02 Anyone who comes to City Hall requesting additional copies of agendas and/or minutes or
copies of agendas and/or minutes of other Council, commission, or board meetings will be
required to pay the normal cost of copies.
4. MAILED DISTRIBUTION OF MINUTES AND AGENDAS
4.01 Copies orCity Council agendas and minutes will be mailed free of charge to the following:
0 City Council members
0 Planning Commission members
Q Members of the Neighborhood Advisory Board
e Presidents of Neighborhood Associations
0 Chairpersons of other Hopkins Boards and Commissions
Q Chairperson - Hopkins Business and Civic Association (HBCA)
e Chairperson Hopkins Community Promotions
e Chairperson Hopkins Business Council
e Manager City of Edina
e Manager City of 81. Louis Park
0 Manager - City of Minnetonka
0 Local Media
0 Superintendent - School District 270
. 0 Hopkins Library
Legislative Policy Manual -- Chapter 3-F
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4.02 Copies of Planning Commission agendas and minutes will be mailed free of charge to:
. 0 City Council members
0 Planning Commission members
Q Members of the Neighborhood Advisory Board
e Neighborhood presidents
Q Chairperson - Hopkins Business and Civic Association (HBCA)
e Chair HCP
e Chair HBC
4.03 Copies of agendas and/or minutes for all other Hopkins boards, commissions and
committees wi11 be mailed free of charge to members of the City Council, and the
individual members of the respective boards, commissions, and committees.
4.04 Others requesting to receive mailed copies of agendas and/or minutes win be required to
pay a fee to cover the cost of distribution and copying. The fee will be set by resolution of
the City Council.
5. CERTIFIED COPIES OF MINUTES
5.01 Certified copies of agendas and/or minutes shan require an additional fee. This fee shan be
set by resolution of the City Council.
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Established ] 0/15/9]
City of Hopkins
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Legislative Policy Manual -- Chapter 3-F